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U.S. Department of JusticeFederal Bureau of InvestigationCriminal Justice Information Services Division

Uniform Crime Reporting

National Incident-Based Reporting System

Volume 2:Data Submission Specifications

November 2001

NATIONAL INCIDENT-BASEDREPORTING SYSTEM

VOLUME 2: DATA SUBMISSION SPECIFICATIONS

Prepared by

U.S. Department of JusticeFederal Bureau of Investigation

Criminal Justice Information Services DivisionUniform Crime Reporting Program

November 2001

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FOREWORD

Information about the National Incident-Based Reporting System (NIBRS) is containedin the four documents described below:

Volume 1: Data Collection Guidelines

Written for local, state, and federal UCR Program personnel (i.e., administrators, traininginstructors, report analysts, coders, data entry clerks, etc.), Volume 1 provides a system overviewto those responsible for collecting and recording NIBRS crime data. It contains descriptions ofGroup A and Group B offenses, offense codes, and reports; and definitions and descriptions ofthe 53 data elements and the data values used in the system.

Volume 2: Data Submission Specifications

This publication contains the data submission instructions and record layouts that must befollowed in submitting magnetic media for NIBRS reporting purposes. Local, state, and federalsystems personnel (i.e., computer programmers, analysts, etc.) responsible for submitting data tothe FBI are provided explanations of record linkages, guidelines for determining which recordsto submit, software logic for submitting complete versus partial incident reports, and error-handling procedures.

Volume 3: Approaches to Implementing an Incident-Based Reporting (IBR) System

Directed at systems personnel (i.e., computer programmers, analysts, etc.), this manualcontains suggested approaches to developing and implementing an IBR system that will meetNIBRS’s reporting requirements. It includes a model incident report, standard data entry guide,data entry screen formats, and software design suggestions. Since numerous IBR systems havebeen developed and are widely available, this manual is being phased out. Copies will beavailable until the supply is depleted.

Volume 4: Error Message Manual

Volume 4 contains designations of mandatory, optional, common, and additional dataelements as well as their requirements for entry. In addition, data element edits detail all thesoftware edits performed on submitted data, and error numbers produced as a result of FBI errordetection are provided with their corresponding messages.

Copies of the above-listed documents can be obtained by writing to the:

Communications UnitCriminal Justice Information Services DivisionFederal Bureau of InvestigationModule D31000 Custer Hollow RoadClarksburg, West Virginia 26306-0154facsimile 304-625-5394

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PURPOSE

These specifications have been prepared for the use of local, state, and federal systemspersonnel (i.e., computer programmers and analysts) who are responsible for preparing magneticmedia for submission to the FBI. Included are the data submission instructions for magneticmedia, record layouts, and error-handling procedures that must be followed to meet NIBRS’reporting requirements.

Data entry approaches for NIBRS data elements are discussed in Volume 3: Approachesto Implementing an Incident-Based Reporting (IBR) System. Designations of mandatory andoptional data elements, data element edits, and error messages are discussed in Volume 4: ErrorMessage Manual.

Whenever tape is specified within this document, it refers to the magnetic media that iswritten upon by the participant when submitting data to the FBI. Section I, “Magnetic DataSubmission Specifications,” explains the various types of magnetic media that the FBI willaccept.

The functional data requirements, as discussed in this document, will cover the flow ofdata and necessary data linkages, as well as detailed instructions for submitting Zero-Reportingdata and Law Enforcement Officers Killed and Assaulted data.

Section I contains the detailed data element descriptions for each field within the recordlayouts. Such things as (1) record linkages, (2) how to determine what records to submit, and (3)software logic for determining whether complete incident report data or partial incident reportdata should be submitted are also explained.

Section II, “Record Layouts,” shows condensed diagrams of the format requirements formagnetic media submission to the FBI.

Section III, “Error Handling,” discusses the processes that the FBI uses to address errorsdiscovered in data submission and the correction procedures that must be considered whenparticipants address FBI-detected errors found on the magnetic media submissions.

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CONTENTS

I. Magnetic Data Submission Specifications 1

A. Magnetic Media Specifications 1B. Segment Submission 4C. Linkages and Sequence of Segments 7D. Creation of Monthly Magnetic Media 9E. Current Year Cut-Off 13F. Determining Amount of Data to Be Submitted 14G. Software Logic Rules 21H. Group “B” Arrest Report 24I. Zero-Reporting 24J. Law Enforcement Officers Killed and Assaulted (LEOKA) 25K. Segment Action Type 30L. Segment Levels 35

Level 1 -- Administrative Segment 35Level 2 -- Offense Segment 39Level 3 -- Property Segment 43Level 4 -- Victim Segment 51Level 5 -- Offender Segment 57Level 6 -- Arrestee Segment 60Level 7 -- Group “B” Arrest Report Segment 66Level 0 -- Zero-Reporting Segment 70Level L -- LEOKA Segment 72

M. Federal Department Considerations 75

II. Record Layouts 77

III. Error Handling 87

A. General Information 87B. How the FBI Handles Detected Errors 88C. Method for Sending Back FBI-Detected Errors 92D. Participant’s Resubmission of Rejected Data 93E. Use of Segment Action Type Codes in Error Handling 94F. Error Data Set (EDS) 101

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I. SUBMISSION SPECIFICATIONS

A. Data Media

Data may be submitted to the FBI on any of the following magnetic media: round-reeltapes, 3480/3490 cartridges, and other FBI-approved personal computer media including diskssuch as the Iomega Zip™ 100 disk. Due to the large volume of data expected received,round-reel tapes and 3480/3490 cartridges are preferred because of.

2. Personal Computer (PC) Disks/Other Media

(a) Permission -- Prior to submitting data on PC disks/other media, theparticipant must receive permission from the FBI’s UCR Data Processing Department.

(b) General Requirements -- PC disks/other media should be formattedfixed-field, ASCII format, using an IBM compatible PC with DOS version 3.3 or greater. Eachrecord must end with a carriage return. Field delimiters between fields are not allowed.

(c) Disk Size -- Disks may be 3.5 inch or 5.25 inch. They must be double-sidedand double-density or double-sided and high-density.

(d) Format -- Disks which are 3.5 inch may be formatted with 720 kilobytes or1.44 megabytes, and 5.25-inch disks may be formatted with 360 kilobytes or 1.2 megabytes.

(e) File Name -- The file should be titled NIBRS.UCR

(f) PC Disk/Other Media Usage -- The FBI anticipates that disk/other mediasubmittals would be used mainly by agencies (1) not having the computer resources required tocreate magnetic tapes or cartridges, and (2) whose average monthly volume of data would notexceed one disk/other media.

Submitting data on disk/other media in no way reduces the complexity of anincident-based reporting system meeting NIBRS’ data submission requirements. The onlydifference between tape and disk/other media records is in the field definition of the first fourbytes of each record, as is explained in section I, subsection L, “Segment Levels.”

Magnetic Media Specifications

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3. Magnetic Round-reel Tapes or 3480/3490 Cartridges

The FBI’s Computer Center has tape drives that read magnetic round-reel tapes or 3480/3490 cartridges in uncompressed or compressed format.

(a) General Requirements -- Data must be in EBCDIC format. ASCII is notallowed. Records must be variable length. The magnetic media should be 9-track with arecording density of 1600 or 6250 Bits Per Inch (BPI).

(b) Name -- The data set should be named UCR.NIBRS.INCIDENT.DATAusing IBM standard labels. Block size cannot exceed 32,760 characters.

If the participant is unable to create the tape or cartridge using the above specifications,written notice must be received by the Uniform Crime Reports (UCR) Program in Clarksburg,West Virginia 26306-0154 indicating the characteristics used. Special Job Control Language(JCL) and/or custom preprocessor software must be prepared by the FBI’s UCR Data ProcessingDepartment to process the tapes or cartridges not meeting the above specifications.

4. Variable-length Record Format

Each different Segment Level number represents a specific segment which has its ownfixed length but is written as a variable-length record using a four-byte Record Descriptor Word(RDW) at the beginning of each record.

Example: Every Segment Level 1 written is 87 characters long and every Segment Level3 is 307 characters long, etc. Although each segment is written as a variable-length record, allrecords for a given segment are the same length. Therefore, each Segment Level must be writtenwith its appropriate fixed length as indicated in section I, subsection L, “Segment Levels.”

5. Record Descriptor Word (RDW)

(a) Specifications -- Records written to a magnetic round-reel tape or cartridgemust be variable-length. Accordingly, each of the segment levels contains a four-byte field thatreflects its specific record length.

Example: Segment Level 1 has a Record Descriptor Word (RDW) containing a binarylength of 87 which is the length of the actual data (positions 5 through 87) plus the beginningfour-byte RDW (00570000 in hexadecimal notation).

(b) COBOL Applications -- In COBOL and some other high-level languages,the RDW is automatically generated by operating system software, not application software.


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Example: If the output File Definition (FD) has combined field lengths of 83 and isdefined as variable length, the record written will contain a generated four-byte RDW as part ofthe data record.

Note: In subsection L, “Segment Levels,” the four-byte RDW is shown as part of therecord; in COBOL these four bytes would not be in the FD. When written to tapeor cartridge, the physical record will contain 87 bytes of data. However, if theCOBOL program reads the record, the RDW is not presented to the applicationprogram. Even though the physical record is 87 characters long, only 83 bytes ofdata are received by the program.

(c) ALC and PL/I Applications -- In these applications, the RDW must be builtby the application software when creating these records. When reading them, the RDW ispresented to the application program.

6. Block Descriptor Word (BDW)

The maximum block size that the FBI can process is 32,760 bytes for magneticround-reel tapes and cartridges. Within the physical block, there will be multiple Record Segments, with each Record Segment having an RDW. At the beginning of each block, afour-byte Block Descriptor Word (BDW) must contain the lengths of all physical RecordSegments and the four-byte BDW.

7. Data Records Initialization

Each record written to magnetic media must first be initialized to blanks before data aremoved into the applicable fields. This will provide filler for those varying Data Elements whichdo not have data because of the circumstances of the report.

8. Code Requirements

Codes must be right-justified with zero left-fill when there are data to be reported. Forexample, if Data Element 15 (Property Description) code is 05 = Buses, value 05 would beentered, not 5.

Fields containing numeric data codes must be EBCDIC zoned-decimal fields(hexadecimal value “F0” = 0 through “F9” = 9), not packed-decimal fields (“0C” = 0 through“9C” = 9). Floppy disks would contain ASCII representation of the data instead. The fieldshould be filled with blanks if no data are to be reported.


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9. NCIC 2000

One future component of the redesigned NCIC addresses the submission of NIBRS dataover NCIC telecommunication lines. When this capability becomes available and isimplemented by a State UCR Program, the transmission of data by magnetic media would beeliminated at the state level. Local agencies, of course, would continue to submit its data asrequired by the state.

B. Segment Submission

Segment Level groupings provide the mechanism to report Incident-Based Reporting(IBR) data to the FBI. The 53 data elements representing the NIBRS data structure have beengrouped into six distinct Segment Levels identified as Level 1, Level 2, etc. Segment Level 7 isused for Group “B” Arrest Report data. Segment Level 0 is used for Zero Reporting for localagencies. Segment Level L is used to report Law Enforcement Officers Killed and Assaulted(LEOKA) using the traditional Summary-based record containing 600 characters of LEOKAdata.

The following sections provide more detail as to what data are included within thereports.

1. Group “A” Incident Report

(a) Multiple Segments -- Each Group “A” Incident Report is to be submitted tothe FBI using up to six distinct records, each of which is referred to as a segment.

An incident report may consist of many possible combinations of circumstances, rangingfrom a simple one offense, victim, and offender situation to a complex set of multiple offenses,property losses, victims, offenders, and arrestees. In addition, each of the victims may not beinvolved in each of the offenses. In other words, one, some, or all of the victims may beconnected to each applicable offense.

(b) Segment Levels -- There are six Segment Levels within a Group “A”Incident Report. Position 5 of each record (Segment) will contain one of the following SegmentLevel codes (1 through 6) to indicate what kind of segment is being submitted. A briefdescription of each Segment Level follows:


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LEVEL DESCRIPTION

1 ADMINISTRATIVE SEGMENT

Provides administrative information regarding the overall incident.

2 OFFENSE SEGMENT

Provides information about the UCR offense(s) involved in the incident.

3 PROPERTY SEGMENT

Provides information about the various types of property losses, etc. that mayoccur as a result of the incident.

4 VICTIM SEGMENT

Provides information about the victim(s) involved in the incident.

5 OFFENDER SEGMENT

Provides information about the offender(s) involved in the incident.

Note: If the offender(s) had been arrested at the time the initial incident reportwas entered into the computer system, an Offender Segment must begenerated if the participant does not maintain both offender and arresteesegments when the same individual is involved. Care must be taken toinclude within the Victim Segment the specific victim relationship code tothis offender as originally entered into Data Element 34 (Offender No. tobe Related) and 35 (Relationship of Victim to Offender). Victim tooffender relationships are required when any offense is a Crime AgainstPerson or is a Robbery Offense (120).

6 ARRESTEE SEGMENT

Provides information about the arrestee(s) involved in the incident. Note: If the Arrestee Segment is being submitted as part of an incident report, a

corresponding Offender Segment must be created. Automated proceduresmust be established to correctly generate the required segments asmentioned within this document.


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2. Group “B” Arrest Report Segment Level

This Segment Level is to be used for Group “B” offenses only. A Group “B” ArrestReport is to be submitted for each arrestee for a Group “B” offense. Position 5 on this segmentwill contain 7 as the Segment Level.

LEVEL DESCRIPTION

7 GROUP “B” ARREST REPORT

Provides data for arrests involving Group “B” offenses (e.g., Peeping Tom).

3. Zero-Reporting Segment Level

This is used when agencies report no crime occurring within their jurisdiction for thereporting month. Position 5 on this segment will contain 0 as the Segment Level.

0 ZERO-REPORTING FOR LOCAL AGENCY

The presence of this record shows that the agency had no crime. If nozero-reporting record was submitted and the agency did not submit any Group“A” Incident Reports or Group “B” Arrest Reports, UCR will follow-up to obtainreports or will estimate crime totals.

Note: The above does not apply to federal departments.

4. Law Enforcement Officers Killed and Assaulted (LEOKA)

This Segment Level is to be used when reporting LEOKA data in the manner of thetraditional Summary-based UCR. Although the original record was 600 characters long, it willbe prefixed with a 37-character header as explained in section I, subsection L, “SegmentLevels.” Position 5 on this segment will contain L as the Segment Level.

L LEOKA REPORT

Provides data for LEOKA reporting.

Note: The above does not apply to federal departments.


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C. Linkages and Sequence of Segments

1. Linkages

Each Group “A” Incident Report has one master segment which is called theAdministrative Segment. Connected to this segment are one or more Offense, Property (ifapplicable), Victim, Offender, and Arrestee (if applicable) Segments.

Victim Segments contain pointers (i.e., links) to the applicable Offense Segment(s).

Example: If there are two offenses, three victims, and four offenders, and one of theoffenders was arrested, victim-001 could be linked to offense-02, victim-002 could be linked tooffense-01, and victim-003 might be linked to offense-01 and offense-02. In Crime AgainstPerson and Robbery offenses, each Victim Segment additionally contains relationship pointers toeach of the Offender Segments.

2. Consecutive Entry of Segment Submissions

States currently submitting Summary data tapes or cartridges to the FBI enter theirincident records sequenced by ORI, and any detail records are arranged in order by month withineach ORI. This exact sequence will not be necessary for submission of NIBRS data. ForNIBRS, all crime incident data for a local agency’s ORI Number (Data Element 1) must appeartogether, and the individual segments making up each Incident Number (Data Element 2) withinits ORI must be in sequence by Segment Level.

NIBRS will accept the data if the different ORIs themselves are not in sequence and ifthe different Incident Numbers are not in sequence within the submitted ORI. However, theFBI’s computer will not sort the record segments. Therefore, with the exception of LEOKA andZero-Reporting records, all data record submissions must be grouped together by ORI, andall segments within each Incident Number must be in order by Segment Level.

LEOKA and Zero-Reporting records do not have to follow the order mentioned above. The order and position of these records would be written depending upon design considerationswithin the state’s data processing department. Additional information is provided in section I,subsection C, “Other Submissions.”


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3. Sequence of Group “A” Incident Report Segments

When submitting Group “A” Incident Reports on magnetic media, the followingsequence of segments is required for each report. This sequence of segments reflects theLinkage Example shown previously. The numbers 1 through 6 refer to Segment Levels.

LEVEL SEGMENT

1 ADMINISTRATIVE

2 OFFENSE-012 OFFENSE-02

3 PROPERTY, if applicable.

4 VICTIM-001 (pointer to Offense-02)4 VICTIM-002 (pointer to Offense-01)4 VICTIM-003 (pointers to Offenses 01-02)

5 OFFENDER-015 OFFENDER-025 OFFENDER-035 OFFENDER-04

6 ARRESTEE-01

4. Other Submissions

Group “B” Arrest Reports as Segment Level 7 can be written in any order on themagnetic media within their ORI but should not be interspersed between segments within aGroup “A” Incident Report. For example, Segment Level 7 should not fall between Levels 4 and5 in the above example.

The same is true for submissions of subsequent arrests, exceptional clearances, andrecovered property that are submitted as Segment Action Type W = Time-Window Submissionas explained in section I, subsection F, “Determining Amount of Data to Be Submitted.”


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As is the case for Group “B” Arrest Reports, LEOKA and Zero-Reporting records shouldnot be interspersed between segments within a Group “A” Incident Report. Other than that, theymay be positioned anywhere on the magnetic media.

D. Creation of Monthly Magnetic Media

All data entered into the participant’s database must periodically be submitted to the FBIby magnetic media. To standardize these submittals, the FBI requests that monthly submissionsbe sent to the FBI containing segment additions, modifications, or deletions within the databasenot previously submitted to the FBI. Submitting data once a month will tend to evenly distributethe amount of data over 12 months and make it easier to track submissions should the FBI notreceive one.

The method the participant uses to determine which data should be submitted and when itshould be submitted to the FBI is best determined by the data flow processes established withinthe participant’s data processing department. Monthly submissions containing data notpreviously submitted and not more than one or two months old should be made on a regularbasis. Three methods for regular submission follow.

1. Submission Based on the Activity Date

(a) This method assumes that data are entered on-line directly into theparticipant’s database. Submissions would only be for data that were added or updated during acalendar month. In order to provide this ability, it is suggested that an Activity Date be made apart of each report on file in the database. The Activity Date would be the most recent date thatupdate action (add arrest, modify, etc.) was taken on the report.

(b) If an agency uses this method, the unload program would dump to magneticmedia all incidents that were initially entered or updated within the date range of a month.

Example: If the unload program was run at one minute past midnight on the 20th (e.g.,July 20), all incidents that had an activity date within the day boundaries for the previouscomplete month (e.g., June 1-30) would be unloaded. This unload process would be repeatedonce each month.

(c) Only those incidents updated during the previous complete month would beincluded on the monthly submission as indicated by the internal Activity Date indicators. Usingthis unload schema, there will never be any confusion as to what incidents were unloaded from


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month to month. It does not matter that all incident reports that occurred during the month hadnot been entered yet. Those would be entered during the following month, to be included in thenext month’s submission, etc. This unload process would act in concert with error correctionfunctions to be included within the computer system.

Note: The magnetic media for a specific month (e.g., June) must not include anyincidents that were entered into the computer system after the last day inthe month. This means that, when June’s activity was unloaded on July20, for example, any activity for July 1-20 would not be unloaded onto theJune magnetic media. (July update activity would be submitted on a laterJuly submission, not the June submission.) The FBI will reject all suchdata (e.g., July data found on the June submission).

(d) In the event a Group “A” Incident Report is a continuing case that could spanmany months and is updated monthly, theoretically the incident could never be sent to the FBI ifthe unload is based upon the Activity Date unload method. The Activity Date would changemonthly, which would delay reporting until the next month, ad infinitum. System designersmust address this event so that the incident would be submitted to the FBI on the next month’ssubmission, thereby ensuring that no more than a 1-month delay occurs.

2. Submission Based on the Unload Date

(a) This method would unload all data not previously sent to the FBI and wouldinclude data entered into the participant’s database up to the date the unload was performed.

Example: A participant could receive floppy disk data from a local agency on March 15that was subsequently loaded into the participant’s database on the same date. If the unload wasdone at 11:59 p.m. on March 15, the floppy disk data and all other data not previously submittedto the FBI would be unloaded.

(b) This technique would require that the Month of Tape field be set to March(03) in positions 7 and 8 on the record segment using the above example. In other words,whenever the unload is done, the Month of Tape would reflect the month the data wereunloaded, not necessarily the month the data represents.

(c) Two unloads cannot be done within the same calendar month using this technique, since the FBI’s computer would assume that a procedural problem occurred. Automated procedures are in place that prevent the same magnetic media from being processed twice to avoid total rejection of duplicate data.


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3. Submission Based on the Group “A” Incident Date, or Group “B” Arrest Date

(a) This method would unload all Group “A” Incident Reports having an IncidentDate for the month of the unload and Group “B” Arrest Reports having an Arrest Date for themonth of the unload. Only data not previously sent to the FBI would be submitted.

Example: A participant may choose to wait until all incident data has been entered for,say, the month of January. Because of delays in completing this, the unload may occur, say, inMarch. It is possible, then, that arrests could have been posted to January incident that occurredin February or March. If the Month of Tape does not reflect the latest arrest date, those recordswould be rejected because the date was greater than the Month of Tape.

(b) This technique would require that the Month of Tape field be set to March(03) in positions 7 and 8 on the record segment using the example above. In other words,whenever the unload is done, the Month of Tape would reflect the month the data wereunloaded, not necessarily the month the data represents.

(c) If the participant performed this unloading process, for example, on the 20thof each month instead of on the first for the previous month’s activity, the result would bereduced resubmissions of incident report data. An initial incident report added to the computersystem near the end of the month may require updating within the first few weeks of the nextmonth. A delay in transmittal would reduce the need for resubmissions to the FBI, thus reducingdata traffic.

Example: An incident occurred on June 25 and was entered into the database on June 30. An arrest was made on July 3 that also resulted in an additional victim and other NIBRS dataelements being updated within the record of the incident. This supplemental report was addedthe database on July 8.

Effect of Unloading June’s Data on July 1

In the above example, unloading the June data as soon as possible (e.g., July 1) willproduce the following data processing activity:

1) The initial incident report’s data would be unloaded on the June magneticmedia because of the June Activity Date.

2) These data would not, of course, include the new victim and arrestbecause they were entered on July 8.


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3) The FBI would add the original incident report data with an I = IncidentReport as entered on the June submittal.

4) When the July data are subsequently unloaded in August, a complete resubmission of the incident report is required because of the addition ofanother victim.

5) The incident report resubmission (I = Incident Report) would also requirethat a D = Delete be submitted to remove the previous NIBRS incidentreport.

6) The FBI would have to delete the original incident report and then addback the updated report.

Example of Contrast in Delaying the Unload of June’s Data until July 20

By delaying this unload until the 20th, several significant events would occur, using theexample previously mentioned:

1) The June 25 incident would not have been submitted on the Junesubmission because the Activity Date changed from June 30 to July 8.

Advantage: Reduced computer processing, because the incident wouldnot be written on the June submission. The Incident Reportis submitted once rather than twice.

Disadvantage: Statistics will not be as current as they possibly could bewithin NIBRS because certain incidents would besubmitted on the next month’s submission, thus a delay of1 month. However, the benefit of reduced computerprocessing outweighs this disadvantage.

2) The July submission would contain the complete initial incident report.This incident would not also be on the June submission.

Some incident-based reporting systems enter the basic Group “A” Incident Report intotheir system and then subsequently update it a few weeks later with supplemental data asapplicable. Once the supplemental data are added, the incident is most likely never updated


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again if this resulted in closing the case. The intended benefit of delayed reporting, therefore, isto reduce the instances of having to resubmit the same Group “A” Incident Report when updatesspan two consecutive months for the incident. Delayed reporting will increase the efficiencyof both the FBI’s and the participant’s computer systems by reducing data traffic; as aresult, it is the preferred method.

E. Current Year Cut-Off

1. Crime in the United States Publication

The FBI’s UCR Program must prepare a yearly Uniform Crime Report showing crimeactivity for the months of January through December. So that statistics will accurately includeall yearly activity, a 3-month lag time will permit crime data not entered into the participant’scomputer system as of December 31 to be entered during the first 3 months of the next year.

2. Preliminary Release Publications

In addition to the Crime in the United States publication, the UCR Program produces twopreliminary releases during the year. The first release covers January through June and thesecond covers the entire year. These are published also allowing for a 3-month lag time, asabove.

3. Data Entry Backlog

Arrests, exceptional clearances, etc., occurring during the latter part of the previous yearneed time to be entered into the participant’s computer system. The 3-month grace period willallow personnel to enter such data for inclusion in the national UCR publications.

4. Incident Data Received after March

Any reports of past year incidents received after the March magnetic media submissionwould not be included in the yearly report. These incidents should still, however, be submitted on the next month’s submission.


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F. Determining Amount of Data to Be Submitted

In general, the following information regarding previously submitted initial incidentreports, subsequent arrests, recovered property, and exceptional clearances clarifies when andhow data are to be sent to the FBI.

Specific guidelines for determining the amount and format of data to be submitted to theFBI is addressed in section I, subsection G, “Software Logic Rules.”

1. Retention Period

(a) The FBI will maintain complete NIBRS data for incident reports for thecurrent year and one previous year. A year is considered to be January through December. Fiscal years are not used in the FBI’s database.

(b) The two-year calendar was chosen for three reasons: (1) to keep the FBI’s on-line disk storage space within reasonable limits, (2) to assure that when backup tapes are made atthe end of the current year, the previous year backup will contain 12 months of updatedinformation, and (3) to give a reasonable amount of time to allow the closure of an incident.

2. Date Determination

(a) The current year date in reference to participant software is based on theexact date the computer writes its data to magnetic media. This computer date is not linkedto which month’s data are included.

(b) The date the magnetic media is created will be used in determining thebeginning base date used in deciding which data submission format to use (i.e., incident reportresubmissions or specific segment submissions using Segment Action Type W = Time-WindowSubmission).

3. Time-Window

Conceptually, the perfect database would allow for continual updating of every Group“A” Incident Report and Group “B”Arrest Report submitted to the FBI which would requireenormous amounts of on-line disk storage. The Time-Window provides for accurate crimestatistics and accounts for resource constraints imposed by the large volume of NIBRS data.


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(a) Explanation -- The Time-Window is a date range within which the FBI willaccept complete submissions of Group “A” Incident Reports. Only incident dates within thisdate boundary, as established per instructions for Time-Window Base Date Calculation below,will be allowed. Incidents occurring outside this date range would be submitted using SegmentAction Type W = Time-Window Submission, as explained later within section I, subsection F,“Determining Amount of Data to Be Submitted.”

The Time-Window concept was developed as a standard for transmitting data from theparticipant to the FBI, not from the local agency to the state. This concept covers such issues askeeping the participant’s and FBI’s databases in harmony, as well as performance issuesconcerning the amount of data needed for transmission and storage. The Time-Window Ruleappears below, followed by the reasons behind the development of the Time-Window approach:

TIME-WINDOW RULE:

If the incident date is earlier than January 1 of the previous calendar year oris earlier than the date the reporting agency converted to NIBRS, it falls outside theTime-Window Date Range. Only exceptional clearances, recovered property, or arresteesegments associated with the Group “A” Incident Report would be submitted. If theincident date falls within the Time-Window, the complete Group “A” Incident Reportwould be submitted.

(b) Justification -- The Time-Window concept supports or complements thesubmission of stand-alone exceptional clearances, recovered property, and arrest segments in thecase where the Group “A” Incident Report is no longer maintained by the participant. Thesetypes of submissions are necessary regardless of any Time-Window procedures.

Implementing the Time-Window concept eliminates duplicate reporting between theSummary-based and incident-based reporting systems. Group “A” Incident Reports included inthe Summary-based UCR must not be submitted as NIBRS data because duplicate reportingwould result. For example, assume an agency converted to NIBRS reporting on June 1, and laterthat month an arrest is made for a murder that occurred in February. Since the murder hadalready been reported to the Summary-based UCR, only the Arrestee Segment would besubmitted for NIBRS. Otherwise, the murder would be counted twice, once in theSummary-based UCR and again in NIBRS.

Another advantage offered by the Time-Window concept is that both the participant andFBI computers can be programmed in a uniform, standard manner. That way, each computer


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will know what types of data can be submitted and how to process that data accordingly. Therewould be no guesswork in determining whether to submit Group “A” Incident Reports or TimeWindow segments, regardless of what was previously sent to the FBI. Both systems would beprogrammed in the same manner when processing the data, thus eliminating possible timingconflicts.

Further, the Time-Window provides a mechanism for submission of separate add arreststo previously submitted Group “A” Incident Reports. This reduces the unnecessaryresubmission of complete Group “A” Incident Reports when the only change was the addition ofan Arrestee Segment.

Finally, retention periods established by the participant may be greater than the 2-yeardatabase of the FBI, and probably will be, which is fine. Without Time-Window logic,unnecessary data submissions would occur when Group “A” Incident Reports, which the FBIdoes not require, are submitted.

The FBI has established this mechanism to ensure that data conflicts are eliminatedthrough computer software logic. It is up to the participants to carry this, or their own automatedtechnique, forward into their computers in a manner best suited for them that addresses acceptingdata from their reporting agencies.

(c) Time-Window Date Range Determination -- If a Group “A” IncidentReport has an incident date that is earlier than the date the agency converted to NIBRS orJanuary 1 of the previous year, it would become a Time-Window Submission. The date range ismeasured from the date the magnetic media is created, back to the beginning (i.e., January 1) ofthe previous calendar year or the date the agency converted to NIBRS (if that date is later). Forexample, if the magnetic media was created on September 22, 1999, the range would be fromJanuary 1, 1998, through September 22, 1999, assuming the agency converted to NIBRS on orbefore January 1, 1998.

(d) Time-Window Base Date Calculation -- The base date is oriented from thedate the magnetic media is created, back to January 1 of the previous calendar year or the datethe agency converted to NIBRS (whichever is later).

(e) Participant Use of Base Date -- If arrests, property recoveries, andexceptional clearances were entered into the database for crimes that happened before the basedate, the FBI will not accept the Group “A” Incident Report but will accept incident segmentsonly relating to arrests, property recoveries, and exceptional clearances. These are submitted


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using Segment Action Type W = Time-Window Submission, as explained later within section I,subsection F, “Determining Amount of Data to Be Submitted.”

This base date, calculated within the participant’s unload program, will be compared withData Element 3 (Incident Date/Hour) for incident resubmissions, in determining how to senddata to the FBI when the participant maintains the Group “A” Incident Report on its database. This is the basis for deciding which data submission format will be used to submit data to theFBI.

Example: The following example shows a 5-year calendar. This will be used to assistwith understanding the current and previous calendar year retention concept that follows. Assume the FBI has been collecting data since January 1991.

YEAR MONTHS

1995 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC1996 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC1997 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC1998 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC1999 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Assume the date the computer unloaded its segments was May 31, 1997, and thesubmittal contains all database update, add arrest, and delete activity performed during themonth of May 1997.

If another victim had been added in May 1997 to a previously submitted incident thatoccurred on or after January 1, 1996, the complete Group “A” Incident Report would be sent tothe FBI. If the incident occurred prior to this date, the report would not be written because theupdate was outside of the Time-Window Base Date and it involved a victim, not an arrest,exceptional clearance, or a property recovery.

Using the above example, if an arrest was also made for the same incident that had anincident date on or after January 1, 1996, the complete incident report would still be sent to theFBI. This would include the additional Victim Segment and the Arrestee Segment. If theincident occurred prior to this date, only the Arrestee Segment would be written, not the VictimSegment. Because the participant or the FBI no longer maintains the incident report, theArrestee Segment would also indicate if the arrest resulted in a clearance or is another arrestrelating to the previously cleared incident.


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(f) Transfer of Old Data to Permanent Backup Tapes -- On or about February1, incident data that occurred in the calendar year 2 years previous will be purged from the FBI’sdatabase. The purge process will consist of first creating a permanent backup tape for applicabledata in that calendar year. Once the backup is completed, the corresponding data on the FBI’sdatabase will be removed to make room for new data. The exact date the FBI actually removesthe data will not have any effect upon the participant’s submission of its incident data. Anymagnetic media that was unloaded by the participant’s computer before or during December andin possession of the FBI will be processed prior to the February purge operation. This processwill maintain data consistency between the participant’s and FBI’s database before the FBIbegins its purge.

Controls are in place to prevent FBI updates from taking place during the purge process. Additionally, any magnetic media received having a Month of Tape of January or later for thecurrent year would not be processed until the purge is completed. As noted, the Time-WindowBase Date software to be incorporated into the participant’s software will determine whetherdata are to be submitted according to the exact date the data are written onto the monthlymagnetic media.

The FBI’s software is designed using the Time-Window Base Date concept. Participantsoftware must also include the concept so that the submitting computer will know whether tosend a Group “A” Incident Report or only the exceptional clearance, recovered property, orarrestee segment(s).

Using the 5-year calendar example previously shown, a backup tape is created duringFebruary 1998 for all incident data occurring during 1996. This will be the final master tape forthat year, never to be updated again. Once this backup is taken, the corresponding data will beremoved from the database, except for exceptional clearances, recovered properties, and arreststhat relate to reports submitted for 1997 and/or 1998. These segments would remain so thatapplicable segments could be counted in the FBI’s yearly Crime in the United States publicationfor 1997.

This process will be repeated each year. Historical year-to-year comparisons (e.g., 5consecutive years) will be accomplished using yearly backup tapes permanently kept by the FBI.

(g) Interim Backup Tapes -- Another backup is prepared after the first 3months’ magnetic media data for the current year have been processed for all participants. Thisis done so that end-of-year crime activity and participant-corrected segments (i.e., thosepreviously rejected by the FBI) can be included within the yearly crime publication. Therefore,


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the backup tape created after all March 1998 magnetic media have been processed would containdata from January 1 through December 31, 1997.

(h) Participant’s Database Retention Period -- Beyond the 2-year FBIretention period, time constraints imposed to control data sizes are at the discretion of eachparticipant. Ideally, if computer resources can accommodate more than 2 years, then currentyear arrests, exceptional clearances, and property recoveries submitted to the FBI for crimes thatoccurred more than 2 years ago will contain additional data that otherwise would not have beenavailable. This is further explained in the details that follow.

If less than 2 years of data are maintained within the database, data can still be sent to theFBI using the information in section I, subsection G, “Software Logic Rules.” Specificguidelines for sending data to the FBI will be centered around the FBI’s 2-year database,regardless of participant’s policy. The submitting computer software, regardless of retentionperiod used, would unload using the Time-Window Base Date rule that is used to determinewhich way to submit data.

(i) Local Agency Submissions to the State and Federal Agency Submissionsto its Federal Department -- States and federal departments must establish control mechanismsto eliminate conflicts in reporting agencies’ computers not knowing what the receiving computeris expecting. For example, assume a reporting agency submits an add arrestee to a previouslysubmitted Group “A” Incident Report. But unknown to the reporting agency’s computer, thestate or federal department had to delete the entire incident because it was time to purge oldrecords. The add would reject because the Group “A” Incident Report was not on file. Thissituation is eliminated by instituting strict procedures regarding how much data to submit usingcomputer software logic. The Time-Window concept is one way to provide that control.The FBI has established a mechanism to ensure that data conflicts, such as those previouslymentioned, are eliminated through computer software logic. It is up to the participants to carrythis forward into their computers in the manner best suited for them.

(j) Possible Loss of Current-Year Updates by Periodic Purging -- Systemdesigners should be aware of what could be a hidden data flow problem between theparticipant’s and FBI’s databases concerning the purge process. As background information,most computer systems will periodically have to purge old data within their databases in order tofree up disk storage for new data being entered. This purge process can create data problems,however.

The Group “A” Incident Reports being purged would normally include all segmentsconnected to them. However, all segments cannot be purged in every instance. Care must be


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taken to ensure the recent exceptional clearances, recovered properties, and arrests are notpurged before they are submitted to the FBI.

Example: Assume the participant maintains a 3-year database and that an arrest onDecember 2, 1997, was entered into its database on December 31, 1997. The original crimeincident resulting in the arrest occurred on January 5, 1995 (3 years previously). If a purge isdone in January 1998 before creating the December 1997 submittal, all 1995 incident data wouldbe deleted, including the arrest made on December 2, 1997; the arrest would not be submitted tothe FBI because it no longer exists within the database. Thus, the arrest could not be included inthe FBI’s 1997 yearly crime publication.

The purge process must be accomplished in a manner that ensures that current arrest data,for example, be submitted to the FBI before it is removed from the database. This brings up anadditional consideration that must be addressed by the participant. Before purging the data, theparticipant should wait to see if the FBI’s computer rejects the submission. In other words, donot purge data immediately upon transmission to the FBI because the data could subsequently berejected because of FBI-detected errors.

(k) Time-Window Effect on Data Submissions -- Assume an agency has beenconverted to NIBRS for at least 2 full years. The data range in which Group “A” IncidentReports may be submitted to the FBI automatically narrows to 1 year and 1 day at the beginningof the current year (January 1 of the current year, plus January 1 through December 31 of theprevious year). It expands to 2 years at the end of the current year (January 1 through December31 of the current year, plus January 1 through December 31 of the previous year).

With the above in mind, if a Group “A” Incident Report occurred between January 1through December 31, 1997, the complete incident might be submitted for applicable updatesthrough November 30, 1998, not necessarily through December 31, 1998. It all depends on howand when the participant chooses to unload its data. If a subsequent database update occurred inDecember 1998, and the unload of that data was done in January 1999, this would then causeapplicable updates to be submitted as a Segment Action Type of W= Time-Window Submission,as described in section I, subsection K, “Segment Action Type.”

(l) Summary Statement -- The determining factor that decides what or howmuch data to send to the FBI is a 2-year Time-Window calculated on the exact date the data aretransferred to computer tape, oriented backwards in time to a base date, previously defined as theTime-Window Base Date.


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As agencies convert from Summary reporting to NIBRS, the conversion date mustalways be effective on the first day of a month. When agencies convert to NIBRS, the concertdate becomes the Time-Window Base Date for that agency until such time that January 1 of theprevious calendar year becomes the base date.

G. Software Logic Rules

1. If the Participant Does Not Maintain an Automated Group “A” Incident ReportRelating to the Transaction, the FBI Will Accept Submissions for Arrests, ExceptionalClearances, and Recovered Property Only.

a. For an arrest, an Arrestee Segment (Level 6) with a special SegmentAction Type of W = Time-Window Submission will be sent to the FBIthat includes:

1) All data elements within the Arrestee Segment;

2) A clearance indicator showing if this arrest cleared the incident orit was previously cleared by another arrest, as described withinsection I, subsection K, “Segment Action Type,” for W = Time-Window Submission; and

3) Up to ten UCR Offense Code(s) associated with original incidentreport. This will allow the FBI to associate the arrest with theoriginal incident offense(s), not just the arrest offense.

b. For an exceptional clearance, an Administrative Segment (Level 1) with aspecial Segment Action Type of W = Time-Window Submission will besent to the FBI that includes:

1) All data elements within the Administrative Segment, includingData Elements 4 (Cleared Exceptionally) and 5 (ExceptionalClearance Date); and

2) Up to ten UCR Offense Code(s) associated with original incidentreport. This will allow the FBI to associate the exceptionalclearance with the original incident offense(s), as described insection I, subsection K, “Segment Action Type,” for W = Time-Window Submission.


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c. For recovered property, a Property Segment (Level 3) with a specialSegment Action Type of W = Time-Window Submission will be sent tothe FBI that includes:

1) All data elements within the Property Segment, including DataElement 17 (Recovery Date); and

2) Only the UCR Offense code(s) for Kidnaping, Gambling, andCrimes Against Property associated with the original incidentreport. The FBI needs to be able to tell what offenses(s) wereassociated with the recovered property, as described in section I,subsection K, “Segment Action Type,” for W = Time-WindowSubmission.

2. If the Participant Does Maintain an Automated Group “A” Incident ReportRelating to the Transaction, Then:

Before any processing is performed, a 2-year Time-Window Base Date calculation mustbe done:

(a) Time-Window Base Date -- An automated date calculation must be doneusing the formula specified below. The result will determine how to send data when arrest,recovered property, or exceptional clearance instances occur, as well as determining if entireGroup “A” Incident Reports should be sent in lieu of specific segment submissions. At the exactdate the database unload program started running or executing, a subroutine in the programwould:

1) Back to current date up to January 1, unless the date is already January 1;and

2) Subtract 1 year from this date.

3) If the date the agency converted to NIBRS is greater than (2) above, usethat date; otherwise, use (2) above.

The resulting date is the beginning base date.

Example: If the computer program that unloads the data happens to run on May 20,1997, the base date would be January 1, 1996. The base date just calculated will be compared


23

with Data Element 3 (Incident Date/Hour) and appropriate logic will be done, as shown below.

(b) If The Incident Date Is Earlier than the Base Date -- Follow the rulesspecified in section I, subsection G, part 1. The FBI no longer maintains the incident and doesnot require the entire Group “A” Incident Report.

Rules pertaining to submission of specific segments, as shown below, or resubmitting theentire incident report due to other changes is discussed in section I, subsection K, “SegmentAction Type.” What follows hereafter specifically pertains to situations where no changes otherthan adding the specific segment to the incident report occurred, or as otherwise indicated.

(c) If The Incident Date Is on or after the Base Date -- For an arrest, anArrestee Segment (Level 6) with an Action Type of A = Add Arrest will be sent to the FBIincluding all data elements within the Arrestee Segment.

Note: The FBI will be able to count clearances based upon the presence ofarrests associated with an incident. The first arrest automatically clearsthe incident and subsequent arrests will not be counted as additionalclearances.

For an exceptional clearance, an Administrative Segment (Level 1) with a SegmentAction Type of M = Modify within the Administrative Segment, including Data Elements 4(Cleared Exceptionally) and 5 (Exceptional Clearance Date).

If recovered property is involved, resubmit the entire Group “A” Incident Report.

In all other cases, the complete Group “A” Incident Report would be resubmitted.

Note: It should be understood, of course, that if an initial Group “A” IncidentReport contains an exceptional clearance, arrest(s), and/or recoveredproperty, then only the initial Group “A” Incident Report would besubmitted instead of taking the aforementioned actions. In other words, ifthe incident report has not yet been submitted to the FBI, all segments forthe complete incident report would be submitted instead of submittingonly an Arrestee Segment.

(d) Special Attention Required When the FBI No Longer Maintains the Incident but the Participant Does -- In addition to updating as specified in section I, subsectionG, part 1, special software is required that addresses W = Time-Window Submissions. If


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Segment Action Type of W = Time-Window Submission is being used and is immediatelypreceded with a D = Delete on the Administrative Segment, all segments that involveexceptional clearances, recovered property, and/or arrestees falling within the Time-WindowDate Range referenced in section I, subsection F, “Determining Amount of Data to BeSubmitted,” must accompany the segments that triggered the submittal to the FBI.

Section III, subsection D, “Participant’s Resubmission of Rejected Data,” and section I,subsection K, “Segment Action Type,” contain additional instructions regarding theresubmission of segments.

H. Group “B” Arrest Report

Group “A” Incident Reports are not to be submitted for Group “B” offenses. Only Group“B” Arrest Report (Level 7) segments should be submitted for these offenses.

The following Segment Action Types must be used when submitting Group “B” ArrestReports:

A = ADD ARREST REPORT (Level 7):

Use this when initially submitting an arrest report.

M = MODIFY REPORT (Level 7):

Use this when adjusting previously submitted segments. All data elements withinthis segment must reflect the corrected and current values; do not just completethose that change.

D = DELETE REPORT (Level 7):

Use this when intending to delete an Arrest Report that was previously sent to theFBI.

I. Zero-Reporting

Federal departments will not submit this record; it is only applicable to local agenciessubmitting to the state or local agencies reporting directly to the FBI.


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When a local agency reports that no NIBRS crime occurred in its jurisdiction for amonth, the participant must submit to the FBI a zero-reporting record for the applicable month(s)for the agency. The participant may choose to send this indication monthly or whenever thisinformation is made available.

The following Segment Action Types must be used when submitting Zero-Reportingrecords:

A = ADD (Level 0):

Use this when the local agency reports that no crime occurred for a particularmonth.

D = DELETE (Level 0):

Use this when intending to delete a previously submitted zero-report submission. This would occur when the local agency subsequently discovered that a crime didoccur during the month.

Note: NIBRS needs to differentiate between (1) zero-reporting -- no crime occurred and(2) no crime information was submitted. Do not automatically generate thisrecord just because the local agency did not send crime data for a particularmonth. This record should only be submitted if the local agency communicatesthe fact that no crime occurred for the reporting period; the absence of crime datadoes not mean no crime occurred. The presence or absence of this record inconjunction with other available data will provide the FBI with useful statisticalinformation.

J. Law Enforcement Officers Killed and Assaulted (LEOKA)

Federal departments will not submit this record; it is only applicable to state UCRprograms and authorized local agencies reporting directly to the FBI.

1. Background

LEOKA data cannot be completely obtained from existing NIBRS data of 53 dataelements because additional data are needed that are not contained on the Group “A” Incident


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Report segments. The states must expand the NIBRS data requirements to include additionaldata such as type of assignment, type of activity, whether the officer was injured or not, etc.

These instructions only apply when a state is no longer submitting UCR Summary-baseddata to the FBI. States sending Summary-based data must continue submitting LEOKA data onthe Summary-based magnetic tape or cartridge as is currently done, even if the state is sendingboth Summary-based and incident-based data on these magnetic media. Once a state no longersubmits Summary-based data and is officially submitting NIBRS data to the FBI, LEOKA datawould be included on the same magnetic media. This will eliminate having to submit two media(one for NIBRS and one for LEOKA).

States submitting Summary-based data currently follow the guidelines specified withinFBI document, Technical Manual, ADP Programming Guidelines for State UCR Programs,6/15/83. States needing copies of the manual should write to UCR. This document containstechnical information that states use to establish the criteria, objectives, and functions ofprograms developed by the states’ data processing personnel.

Within this manual are also descriptions of two types of records that address LEOKAdata in the Summary-based UCR. The Return A record (Level 1) contains Police Officers Dataproviding total counts on officers killed and assaulted. The Monthly Police Employees (knownas LEOKA) record (category 5) reflects the detail associated with the total counts reported in theReturn A.

Once a state has converted to NIBRS and is no longer submitting Summary-based data tothe FBI, the Return A record containing the above LEOKA data fields will no longer besubmitted by the participant as before. Therefore, the NIBRS monthly magnetic media willinclude Monthly Police Employees data records (known as LEOKA) as specified within thedetails below.

(a) LEOKA Data Content Does Not Change -- The Summary-based LEOKAdata record is 600 characters long as specified on pages 57 through 66 in the Technical Manual,ADP Programming Guidelines for State UCR Programs, 6/15/83. The data content within the600 characters remains the same.

(b) Type 14 Record Indicator Eliminated -- According to the Summary-basedspecifications, “a type 14 should only be used for an agency that has reported law enforcementofficers killed and/or assaulted in the Return A record and has not submitted a Police Assault


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report.” Since the Return A is no longer applicable in incident-based reporting, never submittype 14 records for LEOKA.

2. LEOKA Submission Rules

Under NIBRS, the states may program their systems to create LEOKA records only ifthere are LEOKA data to submit, in keeping with the type 14 elimination guideline. This isassuming the local agencies are submitting separate LEOKA reports, apart from Group “A”Incident Report submittals. The following two rules apply:

Rule 1: If an agency has not submitted a Police Assault report, do not submit anyLEOKA record.

Rule 2: If an agency has submitted a Police Assault report, submit a type 00 or 13record (as applicable), where the record will contain the actual countseven if all reported counts are zero.

(a) Important Design Considerations -- When submitting LEOKA data, it isimportant that the data accurately reflect the number of assaults and homicides committedagainst police officers for months that had those offenses. The method used to ensure thisaccurate reporting, of course, is left up to the developers, but it should address situations such asthe one that follows. Assume an assault occurred on June 1, 1995, that was submitted to the FBI asLEOKA data. Then it was subsequently learned that the June 1, 1995, incident date should havebeen March 1, 1995. The participant must be able to determine that there is one fewer assaultthat occurred in June and one additional assault that occurred in March. This adjustment processwould also apply in situations when the assault is subsequently discovered to be unfounded afterbeing submitted to the FBI.

(b) Submitting LEOKA Data Which Are Extensions of IBR Records --Under NIBRS, the state may design LEOKA processing using the rules below. This is under theassumption that Group “A” Incident Reports also contain LEOKA data within the recordstructure. But even if the LEOKA data are part of the Group “A” Incident Report data structure,the participant may still choose to continue submitting LEOKA data as previously explainedunder Rules 1 and 2. It is up to the participant to decide how best to submit its LEOKA data.

However, if the following rules are used, problems concerning how to keep track ofadjustments as shown above under Important Design Considerations will be eliminated. SectionI, subsection I, part 3, “Keeping Track of Adjustments,” contains additional information.


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Rule 3: For each agency within the state, submit LEOKA monthly records forcurrent year and previous year statistics. Each monthly NIBRSsubmission would contain LEOKA records for current and past months.

Rule 4: Submit type 13 adjustments records only. The record will contain theactual counts, including counts of zero.

3. Keeping Track of Adjustments

(a) History -- Once a state converts to NIBRS reporting, its agencies will be ableto submit incident-based data to the state program. Assaults and homicides against policeofficers would then be submitted as Group “A” Incident Reports and would probably includeadditional data required by the state, such as whether the victim was a police officer, localinformation pertinent to state’s needs, etc.

Once agency submissions have been processed by the state program, data must be sent tothe FBI in the format required for NIBRS magnetic media. The problem now is how to buildseparate LEOKA segments from the incident-based data. The data processing logic below is asuggestion offered to address submission requirements. The scenario where an officer isassaulted in June but was entered inadvertently as a March assault requires that the MarchLEOKA data record be subsequently adjusted to reflect one less assault, and the June LEOKArecord be adjusted to reflect one additional assault. By using the following logic, theseadjustments become automatic.

If the participant’s data processing department handles LEOKA as a separate entity (apartfrom the Group “A” Incident Report database record structure), then the data processing logic setforth below may not be applicable. Instead, Rules 1 and 2 under section I, subsection J, part 2,“LEOKA Submission Rules,” may best apply. Again, it is based upon the specific databasedesign that was chosen.

(b) Data Processing Logic

1) Establish two tables, one for the current year and one for the previouscalendar year.

2) The tables should consist of all the valid UCR ORIs within the state. Eachrow within the table is an ORI that has 12 months, where each month


29

consists of counters required by the traditional LEOKA. Initialize theLEOKA counters to zero.

3) Pass the database, writing applicable NIBRS segment levels for Group“A” Incident Reports, Group “B” Arrest Reports, etc. to the output NIBRSmagnetic media.

4) Pass the state database again but retrieve LEOKA incidents for currentand previous year. Update the tables with applicable counters. YourDatabase Management System (DBMS) may provide for retrieving onlyLEOKA records without having to read the entire database. Use atechnique that is the most efficient for your application.

5) At end of file, build LEOKA segments for each ORI and write them to theNIBRS magnetic media. In doing this, care must be exercised to not writeNIBRS LEOKA month submissions that would replace Summary-basedLEOKA month submissions that were pre-NIBRS. Doing so woulddestroy previously submitted LEOKA data. If pre-NIBRS LEOKA is tobe adjusted, this is fine as long as software handles adjustmentsappropriately.

Example: If agency “X” converted to NIBRS in June 1995 and had 25 LEOKA assaultsin January 1995 that were previously reported, these would not be in the state’s database sincethere are no Group “A” Incident Reports for the pre-NIBRS assaults. Therefore, when buildingthe table, the counts for January 1995 would be zero. Submitting a January 1995 LEOKA recordthen would wipe out the 25 previously submitted assaults. Note that this potentially destructivesituation does not just apply to LEOKA but to all pre-NIBRS Summary-based data as well.

(c) Warning -- Do not write pre-NIBRS month LEOKA records for agencies,unless the intent is to modify pre-NIBRS data submissions. Use whatever controls arenecessary to prevent the destruction of previously submitted LEOKA data.

Once a state has submitted NIBRS data for 2 years, this concern becomes a moot pointbecause of data retention policies as explained in the Time-Window discussion.

4. Submitting LEOKA Records to the FBI

Section I, subsection L, “Segment Levels,” contains instructions on magnetic mediarecord format for LEOKA data.


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K. Segment Action Type

1. Participant Maintains an Automated Group “A” Incident Report Relating to theTransaction

The following Segment Action Types must be used when submitting Group “A” IncidentReports that are maintained within the participant’s database and within the Time-Window DateRange described in section I, subsection F, part 3, “Time-Window.” Except where specifiedbelow, if a previously submitted incident report is being adjusted, the complete incident reportwould be resubmitted after first deleting the old incident. Both of these activities would beaccomplished on the same monthly magnetic media sent to the FBI.

Segment Action Type

I = INCIDENT REPORT (Levels 1 through 6)

Submit all known data at the time the incident is initially reported, including theappropriate Segment Levels within the Incident Report. Use this Segment ActionType also to resubmit an entire Group “A” Incident Report previously reported tothe FBI, but which had to be deleted and resubmitted because individual types orsegments (Segment Levels) needed to be added, modified, or deleted.

Section III, “Error Handling,” contains a complete discussion relating toresubmission of incidents or when the resubmission occurs because of FBI-detected errors. Also, refer to A = ADD ARREST (Arrestee Segment), M =MODIFY, and D = DELETE segments below for further explanation andclarification. The software must be designed so that the first Group “A” IncidentReport submission is never preceded by a D = Delete action.

A = ADD ARREST (Level 6) Arrestee Segment

Use A when adding an Arrestee Segment to a previously submitted Group “A”Incident Report where no changes occurred in other segments.

In all other instances, to add individual types of segments, such as Offense,Victim, Offender, etc., to an existing incident report previously submitted to theFBI, first D = Delete the entire existing incident and then resubmit the entirerevised report as an initial transmittal.


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Section III, “Error Handling,” contains a complete discussion relating toresubmission of incidents when the resubmission occurs because of previous FBI-detected errors.

M = MODIFY (Level 1) Administrative Segment

Use M when modifying Data Elements 4 (Cleared Exceptionally) and/or 5(Exceptional Clearance Date) in an existing Group “A” Incident Reportpreviously submitted to the FBI. These two data fields within this submittedSegment Level 1 will replace the corresponding data on the FBI’s database. If afield originally contained data but is now blank, the update will show the emptydata field.

To modify any other data fields in individual segments (Segment Levels) within apreviously submitted incident report, first D = Delete the entire existing incidentreport and then resubmit it as a Segment Action Type I = Incident Report,incorporating all changes.

D = DELETE

Group “A” Incident Report (entered on Level 1) and Time-Window Submission(entered on Level 1).

Use D to delete all the segments associated with a previously submitted Group“A” Incident Report or Segment Action Type W = Time-Window Submission. To do this, send the Administrative Segment as a D = Delete and all thedescendant or dependent segments of that linkage will be deleted for SegmentLevels 1 through 6.

Section III, “Error Handling,” explains software functions that should be designedinto the participant’s NIBRS system concerning when and when not to submit D= Delete incident segments. Issues concerning resubmissions are explainedwithin that section.

Special Attention Required for D = DELETE Transaction

Special software is required that addresses the situation when the participant issubmitting D = Delete to remove all segments associated with a Group “A” Incident Report. IfSegment Action Type of W = Time-Window Submission is being used in conjunction with the D= Delete,


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all segments (i.e., Exceptional Clearance, Recovered Property, and Arrestee Segments[s]) thatfall within the Time-Window Date Range referenced in section I, subsection F, “DeterminingAmount of Data to Be Submitted,” must accompany the segments that were rejected by the FBI.

Section III, subsection E, part 1, “Segment Action Types,” contains additionalinstructions regarding the resubmission of segments.

2. Participant Does Not Maintain an Automated Group “A” Incident ReportRelating to the Transaction

The following Segment Action Types must be used when arrests, exceptional clearances,or recovered property occurred for Group “A” Incident Reports that are no longer on file in thedatabase or in the FBI’s database as discussed under section I, subsection F, part 3, “Time-Window.” No others may be used.

(a) Segment Action Type W To Be Used When Adding Segments -- Theparticipant will be able to add and subsequently modify or delete Segment Levels for arrests,exceptional clearances, and recovered property segments if submitted as Time-Windowsubmissions. The FBI will, however, generate an error message if attempts to M = Modify thesesegments are submitted without having first added them with a Segment Action Type of W =Time-Window Submission.

(b) Special Attention Required For W Transaction -- Special software isrequired that addresses the unique situation when submitting W = Time-Window Submissionsegments when the FBI no longer maintains the incident report but the participant does. Beaware that if the W action is preceded with a D = Delete on the Administrative Segment, allsegments involving exceptional clearances, recovered property, and/or arrestees falling withinthe Time-Window Date Range referenced in section I, subsection F, “Determining Amount ofData to Be Submitted,” must be submitted in addition to the database update triggering thisaction.

The participant, if it chooses to, may submit the segments mentioned above withouthaving to precede them with a D = Delete. Section I, subsection F, “Determining Amount ofData to Be Submitted,” explains that the FBI will still keep specific segments that fall within theTime-Window Date Range. Section III, subsection E, part 1, “Segment Action Types,” alsocontains additional instructions.

(c) Segment Action Type

W = TIME-WINDOW SUBMISSION


33

Administrative Segment (Level 1): Use W in the case of the exceptional clearance of aGroup “A” Incident Report that no longer exists on the database or where the FBI no longermaintains the incident report. The original incident’s UCR Offense Code(s) must be includedwithin this Administrative Segment.

Property Segment (Level 3): Use W to add a Property Segment for property that hasbeen recovered when the Group “A” Incident Report no longer exists on the database or wherethe FBI no longer maintains the incident report. The original incident’s UCR Offense Code(s)relating to the property must also be included within this Property Segment.

Arrestee Segment (Level 6): Use W to add an Arrestee Segment when the incidentreport no longer exists on the database or where the FBI no longer maintains the incident report. A special clearance indicator must also be entered that tells if this arrest resulted in a clearanceor if it was an additional arrest for this previously cleared incident. The original incident’s UCROffense Code(s) must also be included within this Arrestee Segment.

Administrative, Property, and Arrestee Segments: When a combination of two ormore of the different segments are submitted for the same Group “A” Incident Report, the FBIwill reject only the segment in error, keeping those that are error-free.

M = MODIFY

Administrative Segment (Level 1): All data fields within this submitted Segment Levelwill replace the corresponding data on the FBI’s database. If the field originally contained databut is now blank, the update will show the empty data field.

When submitting an Administrative Segment for modification, include all the data fieldswithin the Segment Level, not just the fields being modified. The FBI will replace the entireSegment Level with the data in the submitted segment.

The original incident’s UCR Offense Code(s) must also be included within thisAdministrative Segment. An Administrative Segment may be M = Modify only if it hadpreviously been submitted as a Segment Action Type of W = Time-Window Submission.

Property Segment (Level 3): Use M to modify a Property Segment (for property whichhas been recovered). A Property Segment may be M = Modify only if it had previously beensubmitted as a Segment Action Type W = Time-Window Submission segment.

All data fields within this submitted Segment Level will replace the corresponding data


34

on the FBI’s database. If the field originally contained data but is now blank, the update willshow the empty data field. When submitting a Property Segment for modification, include allthe data fields within the Segment Level, not just those being modified. The FBI will replace theentire Segment Level with the data in the submitted segment.

The original incident’s UCR Offense Code(s) relating to the property must also beincluded within this Property Segment.

Arrestee Segment (Level 6): Use M to modify an Arrestee Segment when the segmenthad previously been submitted as a W = Time-Window Submission segment. A specialclearance indicator must also be entered that indicates if this arrest resulted in a clearance or wasan additional arrest for a previously cleared incident. The original incident’s UCR OffenseCode(s) must be included in this Arrestee Segment.

All data fields within this submitted Segment Level will replace the corresponding dataon the FBI’s database. If the field originally contained data but is now blank, the update willshow the empty data field. When submitting an Arrestee Segment for modification, include allthe data fields within the Segment Level, not just the fields being modified. The FBI willreplace the entire Segment Level with the data in the submitted segment.

D = DELETE

Administrative Segment (Level 1): All segments (Levels 1 through 6) connected to theincident will be removed from the FBI’s database.

Property Segment (Level 3): A Property Segment may be D = Delete only if it hadpreviously been submitted as a W = Time-Window Submission segment.

Arrestee Segment (Level 6): An Arrestee Segment may be D = Delete only if it hadpreviously been submitted as a W = Time-Window Submission segment.

Special Attention is Required for D = DELETE Transaction

Special software is required that addresses the D = Delete submission to remove allsegments associated with an Incident Report. If Segment Action Type of W = Time-WindowSubmission is being used in conjunction with the delete, all segments involving exceptionalclearances, recovered property , and arrestee falling within the Time-Window Date Rangereferenced in section I, subsection F, “Determining Amount of Data to Be Submitted,” mustaccompany the segments that were rejected by the FBI.


35

Section III, subsection E, part 1, “Segment Action Types,” contains additionalinstructions regarding the resubmission of such segments.

L. Segment Levels

1. Level 1 -- Administrative Segment

This is the master segment. There is one Administrative Segment per Group “A”Incident Report. All other incident data relating to offenses, property, victims, offenders, andarrestees are contained in segments that are linked to the Administrative Segment by DataElements 1 (ORI Number) and 2 (Incident Number).

Code Values: Volume 1: Data Collection Guidelines, section VI, “Data Elements and DataValues,” contains a complete listing of computer codes and what they representfor each data element. Specific instructions about submitting data elements forthe incident are also provided in Data Collection Guidelines. In most cases, thisinformation is not repeated below.

DATAFIELD RECORD DATANUMBER POSITION LEN ATTR DESCRIPTION

1-4 4 B RECORD DESCRIPTOR WORD (RDW)

Must have a binary value of 87 in positions1and 2 and binary zeros in positions 3 and 4. For floppy disks, enter numeric 0087.

5 1 A SEGMENT LEVEL

Designates this as an Administrative Segment.

Valid Code: 1.


36


6 1 A SEGMENT ACTION TYPE

Instructs the FBI as to what kind of databaseactivity is to be performed.

Valid Codes: I, M, D, and W.

7-8 2 A MONTH OF TAPE (01 through 12)

Depending on unload procedures, this iseither the month of the update activity orthe month the magnetic media was created. Section I, subsection D contains informationon the creation of monthly magnetic media.

9-12 4 A YEAR OF TAPE - e.g., 1995

Year in which the Month of Tape falls.

13-16 4 A CITY INDICATOR

This field is used for cities submittingdirectly to the FBI because the state does notparticipate in NIBRS.

Valid Code: The FBI will assign aparticipation indicator for those agenciesmeeting the requirements for directsubmission to the FBI.

1 17-25 9 A ORI/FID NUMBERValid NCIC ORI number. For state/localagency submissions, the last two positionsmust be 00. Federal departments must usetheir assigned two-character FederalIdentifier Code.


37

DATAFIELD RECORD DATANUMBER POSITION LEN ATTR DESCRIPTION2 26-37 12 A INCIDENT NUMBER

Left-justified with blank right-fill.

Example: 89-13456 89T123456789

3 38-45 8 A INCIDENT DATE

In the format of YYYYMMDD, e.g.,19950328. If the Incident Date is unknown,enter Report Date. Refer to Incident Hour,below, for times occurring exactly atmidnight.

46 1 A REPORT DATE INDICATOR

Must be R = Report, if entered. Enter onlyif the Report Date was entered in theIncident Date; otherwise, leave blank.

3 47-48 2 A INCIDENT HOUR

Enter time in military hours only; do notenter minutes. If hour is unknown, leaveblank. If incident occurred on or betweenmidnight and 0059, enter 00; on or between0100 and 0159, enter 01; on or between2300 and 2359, enter 23; etc.

Note: If an incident occurred at exactlymidnight, this should be consideredthe beginning of the next day. (i.e.,as if the crime occurred at 1 minutepast midnight).


38


4 49 1 A CLEARED EXCEPTIONALLY

Valid Codes: A, B, C, D, E, and N.

5 50-57 8 A EXCEPTIONAL CLEARANCE DATE

In the format of YYYYMMDD, e.g.,19950301.

The Data That Follow Are Applicable Only When a Segment Action Type W Segment IsBeing Submitted or Is Being Modified:

Note: Data Element 6 occurs ten times.

6 58-60 3 A UCR OFFENSE CODE (#1)

Valid Code: Volume 1, section IV containsinformation on offense codes.

The original incident’s offense(s) must beentered to enable identification of theoffense(s) being exceptionally cleared.

61-63 3 A UCR OFFENSE CODE (#2)







39





2. Level 2 -- Offense Segment

There is one segment for each different UCR offense code (up to ten) associated with thisincident.




Must have a binary value of 63 in positions1and 2 and binary zeros in positions 3 and 4when Data Element 8A is included;otherwise must be 61. For floppy disks,enter numeric 0063 or 0061 accordingly.

5 1 A SEGMENT LEVEL

Designates this as an Offense Segment.

Valid Code: 2.


40



Valid Code: I.


Depending on unload procedures, this iseither the month of the update activity, orthe month the magnetic media was created. Section I, subsection D contains informationon the creation of monthly magnetic media.

9-12 4 A YEAR OF TAPE - e.g., 1995





1 17-25 9 A ORI/FID NUMBER

Valid NCIC ORI number. For state/localagency submissions, the last two positionsmust be 00. Federal departments must usetheir assigned two-character FederalIdentifier Code.


41


2 26-37 12 A INCIDENT NUMBER


6 38-40 3 A UCR OFFENSE CODE


7 41 1 A OFFENSE ATTEMPTED/COMPLETED

Valid Codes: A and C.

Note: Data Element 8 occurs three times.

8 42 1 A OFFENDER(S) SUSPECTED OF USING (#1)

Valid Codes: A, C, D, and N.


Same as above.


Same as above.

9 45-46 2 A LOCATION TYPE

Valid Codes: 01 through 25.


42


10 47-48 2 A NUMBER OF PREMISES ENTERED

Valid Values: 01 through 99. Enter datainto this field only if UCR Offense Code is220 (Burglary) and 9 (Location Type)contains 14 = Hotel/Motel/Etc. or 19 =Rental Storage Facility.

11 49 1 A METHOD OF ENTRY

Valid Codes: F and N. Enter data into thisfield only if UCR Offense Code is 220(Burglary).


12 50 1 A TYPE CRIMINAL ACTIVITY (#1)

Valid Codes: B, C, D, E, O, P, T, and U.


Same as above.


Same as above.


13 53-54 2 A TYPE WEAPON/FORCE INVOLVED (#1)

Valid Codes: 11 through 15, 20, 30, 35, 40,50, 60, 65, 70, 85, 90, 95, and 99.


43


55 1 A AUTOMATIC WEAPON INDICATOR (#1)

Enter A if the weapon above is automatic.

13 56-57 2 A TYPE WEAPON/FORCE INVOLVED (#2)58 1 A AUTOMATIC WEAPON INDICATOR (#2)

Same as above.

13 59-60 2 A TYPE WEAPON/FORCE INVOLVED (#3)61 1 A AUTOMATIC WEAPON INDICATOR (#3)

Same as above.

8A 62-63 2 A BIAS MOTIVATION

Valid Codes: 11 through 15, 21 through 27,31 through 33, 41 through 45, 88, and 99.

Databases that have not adopted 8A will notbe required to submit this data element. These two positions on the record can beignored by writing the record as 61 bytesinstead of 63. When 8A is included, one ofthe above codes must be entered.

3. Level 3 -- Property Segment

Property Segment data should only be entered for offenses of gambling, kidnaping, andcrimes against property. Data Elements 14 through 22 should show the total losses, recoveries,seizures, etc., for all the victims in each incident. If there is more than one type of propertyloss/etc. (e.g., Burned and Stolen in Data Element 14 [Type Property Loss/Etc.]), submit oneProperty Segment report for each type of loss/etc. This includes the situation when all stolenproperty is recovered, and the value of the recovered property is the same. Two segments wouldbe submitted, one for Stolen and the other for Recovered.


44

The value of property entered into Data Element 16 must include the total dollar loss/etc.for all of the victims. For example, if there were two victims and each had a bicycle stolen, onecosting $100 and the other $400, the value of the bicycles would be added together, showing$500. Property Description Code 04 = Bicycles should be entered into Data Element 15 and000000500 into Data Element 16. If the Type Property Loss/Etc. is 1 = None or 8 = Unknown,leave Data Elements 15 through 22 blank.




Must have a binary value of 307 in positions1 and 2 and binary zeros in positions 3 and4. For floppy disks, enter numeric 0307.

5 1 A SEGMENT LEVEL

Designates this as a Property Segment.

Valid Code: 3.


Valid Codes: I, M, D, and W.


45



Depending on unload procedures, this iseither the month of the update activity or themonth the magnetic media was created. Section I, subsection D contains informationon the creation of monthly magnetic media.

9-12 4 A YEAR OF TAPE - e.g., 1995










46

DATAFIELD RECORD DATANUMBER POSITION LEN ATTR DESCRIPTION14 38 1 A TYPE PROPERTY LOSS/ETC.

Valid Codes: 1 through 8.

Note: Data Elements 15, 16, and 17 are a group occurring ten times.

Up to ten different Property Description Codes can be entered for each type of loss/etc.selected under 14 (Type Property Loss/Etc). Enter into 15 (Property Description), the numericcodes which best describe the types of property involved.

If more than ten types of property are involved, enter the codes and values for the nine most valuable; next, enter 77 = Other for the remaining properties, along with their total value. If motor vehicles (codes 03, 05, 24, 28, or 37) were stolen and/or recovered, also complete DataElements 18 and/or 19, as applicable, to reflect the number of vehicles involved.


15 39-40 2 A PROPERTY DESCRIPTION (#1)

Valid Codes: 01 through 39, 77, 88, and 99.

Enter the value of each property in whole dollars into Data Element 16 (Value ofProperty). If the value of the property is unknown, enter one (1) dollar. Do not enter propertyvalue for 10 = Drugs/Narcotics for Drug/Narcotic Violations (UCR Offense Code 35A), but donot enter the value for other offenses. This means that property value is not entered when drugsor narcotics are seized in a drug/narcotic case but will be when the offense is another offense,such as Arson, Burglary, etc.

Data Element 16 (Value of Property) is not completed when Drug/Narcotic Violations(UCR Offense Code 35A), 6 = Seized for Data Element 14 (Type Property Loss/Etc.), and 10 = Drug/Narcotics for Data Element 15 (Property Description) are all entered. Data Elements20 through 22 would be filled in. However, a property value would be entered if 10 =Drugs/Narcotics are stolen, etc., in connection with other offenses (e.g., Arson, Burglary, etc.),but Data Elements 20 through 22 would then be blank.


47


16 41-49 9 A VALUE OF PROPERTY (#1)

Right-justified with zero left-fill (in wholedollars). Do not enter cents, as this willincrease the value by a factor of 100.

17 50-57 8 A DATE RECOVERED (#1)

In the format of YYYYMMDD, e.g.,19950301. Enter only if Data Element 14 is5 = Recovered.

58-76 REPEAT 15-16-17 Occurrence #2










48


18 229-230 2 A NUMBER OF STOLEN MOTORVEHICLES

If Data Element 14 (Type PropertyLoss/Etc.) is 7 = Stolen and Data Element15 (Property Description) is 03, 05, 24, 28,or 37, enter number of known stolenvehicles. If number stolen is unknown,enter 00.

Note: This number is a total of allautomobiles, buses, other motorvehicles, recreational vehicles, andtrucks that were stolen.

19 231-232 2 A NUMBER OF RECOVERED MOTORVEHICLES

If Data Element 14 (Type PropertyLoss/Etc.) is 5 = Recovered and DataElement 15 (Property Description) is 03, 05,24, 28, or 37, enter number of knownrecovered vehicles. If number recovered isunknown, enter 00.

Note: This number is a total of allautomobiles, buses, other motorvehicles, recreational vehicles, andtrucks that were recovered.

Data Elements 18 and 19 are never bothentered on the same physical segment.


49

Note: Data Elements 20, 21, and 22 are a group occurring three times.


20 233 1 A SUSPECTED DRUG TYPE (#1)

Valid Codes: A through P, U, and X.

If Data Element 14 (Type PropertyLoss/Etc.) is 1 = None and the UCR OffenseCode is 35A (Drug/Narcotic Violations),only enter Data Element 20 from the group;otherwise, enter only if one of the DataElement 15 (Property Description) codes is10 = Drugs/Narcotics, the UCR OffenseCode is 35A (Drug /Narcotic Violations),and 6 = Seized was entered into DataElement 14 (Type Property Loss/Etc.). Ifthere is a mixture of drugs that are splitbetween two offenses, only enter the drugtype(s) applicable to the Drug/NarcoticViolation (35A).

21 234-242 9 A ESTIMATED DRUG QUANTITY (#1)

Right-justify with zero left-fill (number ofpounds, grams, etc. involved).

e.g., 000002000 for 2,000 grams (GM).

21 243-245 3 A ESTIMATED DRUG QUANTITYFRACTION (#1)

Fraction of pounds, grams, etc. entered intoType Measurement below, represented inthousandths. Must be three numeric digits.

If 1/2 ounce: 500If 1/4 gram: 250


50


22 246-247 2 A TYPE DRUG MEASUREMENT (#1)

Valid Codes: GM, KG, OZ, LB, ML, LT,FO, GL, DU, NP, and XX.







Valid Code: Volume 1, section VI containsinformation on offense codes.

The original incident’s property offense(s)must be entered to enable the FBI to identifythe offense(s) for which property wasrecovered. Only UCR offense codes forgambling, kidnaping, and crimes againstproperty may be entered.




51









4. Level 4 -- Victim Segment

This segment is linked to the Offense Segment (s) applicable to this victim. There is onesegment per victim.




Must have a binary value of 129 in positions1and 2 and binary zeros in positions 3 and 4. For floppy disks, enter numeric 0129.


52


5 1 A SEGMENT LEVEL

Designates this as a Victim Segment.

Valid Code: 4.


Valid Code: I.


Depending on unload procedures, this iseither the month of the update activity or themonth the magnetic media was created. Section I, subsection D contains informationon creation of monthly magnetic media.

9-12 4 A YEAR OF TAPE - e.g., 1995






53






23 38-40 3 A VICTIM (SEQUENCE) NUMBER

Valid Values: 001 through 999.


24 41-43 3 A VICTIM CONNECTED TO UCROFFENSE CODE (#1)

Valid Codes: Volume 1, section IV containsinformation on offense codes.

If an offense did not affect this victim, donot enter the offense within Data Element 24. Every offense must have a victim orvictims, but every victim may not beaffected by each offense within the incident.




54









25 71 1 A TYPE OF VICTIM

Valid Codes: I, B, F, G, R, S, O, and U.

26 72-75 4 A AGE OF VICTIM

For an exact age use only positions 72 and73 (leave 74 and 75 blank) and enter age inyears as 01 through 98, NN, NB, BB, 99, or00; or use positions 72 through 75 for an agerange such as 25 to 30 years (2530).

27 76 1 A SEX OF VICTIM

Valid Codes: M, F, and U.

28 77 1 A RACE OF VICTIM

Valid Codes: W, B, I, A, and U.


55


29 78 1 A ETHNICITY OF VICTIM

Valid Codes: H, N, and U.

30 79 1 A RESIDENT STATUS OF VICTIM

Valid Codes: R, N, and U.

Note: Data Element 31 occurs twice.

31 80-81 2 A AGGRAVATED ASSAULT/HOMICIDECIRCUMSTANCES (#1)

Valid Codes: 01 through 10, 20 and 21, and30 through 34.

31 82-83 2 A AGGRAVATED ASSAULT/HOMICIDECIRCUMSTANCES (#2)

Same as above.

32 84 1 A ADDITIONAL JUSTIFIABLE HOMICIDECIRCUMSTANCES

Valid Codes: A through G.

Note: Data Element 33 occurs five times.

33 85 1 A TYPE INJURY (#1)

Valid Codes: N, B, I, L, M, O, T, and U.



56





Note: Enter Data Elements 34 and 35 only if one or more of the offenses enteredinto Data Element 24 (Victim Connected to UCR Offense Code[s] ) is a crimeagainst person, i.e., an Assault Offense (UCR Offense Codes 13A-13C),Homicide Offense (09A-09C), Kidnaping/Abduction (100), Forcible SexOffense (11A-11D), or Nonforcible Sex Offense (36A-36B). RobberyOffenses (120) also require relationships. Enter the relationship(s) of thevictim with up to ten offenders involved in the incident. Enter each offender’s36 (Offender Sequence Number) into 34 (Offender Numbers to be Related). Then enter the appropriate Relationship Code into 35 (Relationships of Victimto Offenders).


Note: Data Elements 34 and 35 occur ten times.

34 90-91 2 A OFFENDER NUMBERS TO BERELATED (#1)

Enter the number (s) contained in DataElement 36 (Offender Sequence Number).

Valid Values: 01 through 99; or 00 if theonly Offender Segment submitted was adummy segment. Data Element 36(Offender Sequence Number) contains moreinformation on this dummy segment.


57


35 92-93 2 A RELATIONSHIPS VICTIM TOOFFENDERS (#1)

Valid Codes: SE, CS, PA, SB, CH, GP, GC,IL, SP, SC, SS, OF, VO, AQ, FR, NE, BE,BG, CF, HR, XS, EE, ER, OK, RU, and ST.

94-97 REPEAT 34-35 Occurrence #2









5. Level 5 -- Offender Segment

There is one Offender Segment per offender.



58




5 1 A SEGMENT LEVEL

Designates this as an Offender Segment.

Valid Code: 5.


Valid Code: I.


Depending on unload procedures, this iseither the month of the update activity or the month the magnetic media was created. Section I, subsection D contains informationon the creation of monthly magnetic media.

9-12 4 A YEAR OF TAPE - e.g., 1995



59









36 38-39 2 A OFFENDER (SEQUENCE) NUMBER

Valid Values: 01 through 99; or 00 ifnothing is known about the offender. Thiswould be entered in the situation wherethere were no suspects or witnesses. 00would not be entered in the case wheresomeone was seen running from the crimescene but age, sex, and race were allunknown.

Volume 1, section VI contains informationon Data Elements and Data Values.


60


37 40-43 4 A AGE OF OFFENDER

For an exact age use only positions 40 and41 (leave 42 and 43 blank) and enter age inyears as 01 through 98, 99, 00; or usepositions 40 through 43 for an age rangesuch as 25 to 30 years (2530).

38 44 1 A SEX OF OFFENDER

Valid Codes: M, F, and U.

39 45 1 A RACE OF OFFENDER


6. Level 6 -- Arrestee Segment

There is one Arrestee Segment per arrestee.

If the apprehension of this arrestee will result in the submission of Arrestee Segments formore than one incident within the jurisdiction served by the reporting agency, enter M =Multiple into Data Element 44 (Multiple Arrestee Segments Indicator) on all Arrestee Segmentsexcept one; enter C = Count Arrestee on the one not containing M = Multiple. If multipleArrestee Segments are not involved, enter N = Not Applicable.



61




5 1 A SEGMENT LEVEL

Designates this as an Arrestee Segment.

Valid Code: 6.


Valid Codes: I, A, M, D, and W.


Depending on unload procedures, this iseither the month of the update activity or the month the magnetic media was created. Section I, subsection D contains informationon the creation of monthly magnetic media.

9-12 4 A YEAR OF TAPE - e.g., 1995



62









40 38-39 2 A ARRESTEE (SEQUENCE) NUMBER


41 40-51 12 A ARRESTEE (TRANSACTION) NUMBER


42 52-59 8 A ARREST DATE



63


43 60 1 A TYPE OF ARREST

Valid Codes: O, S, and T.

44 61 1 A MULTIPLE ARRESTEE SEGMENTSINDICATOR

Valid Codes: M, C, and N.

45 62-64 3 A UCR ARREST OFFENSE CODE

Valid Code: Volume 1, section IV containsadditional information on offense codes.


46 65-66 2 A ARRESTEE WAS ARMED WITH (#1)

Valid Codes: 01 and 11 through 17.


Enter A if the weapon entered above isautomatic.

46 68-69 2 A ARRESTEE WAS ARMED WITH (#2)70 1 A AUTOMATIC WEAPON INDICATOR

(#2)

Same as above.


64


47 71-74 4 A AGE OF ARRESTEE

For an exact age use only positions 71 and72 (leave 73 and 74 blank) and enter age inyears as 01 through 98, or 99, or 00; or usepositions 71 through 74 for an age rangesuch as 25 to 30 (2530).

If an age range is entered and the low age isjuvenile and the high range is adult and theaverage age (rounded down) is juvenile, itshould be in agreement with Data Element52 (Disposition of Arrestee Under 18).

48 75 1 A SEX OF ARRESTEE

Valid Codes: M and F.

49 76 1 A RACE OF ARRESTEE


50 77 1 A ETHNICITY OF ARRESTEE


51 78 1 A RESIDENT STATUS OF ARRESTEE


52 79 1 A DISPOSITION OF ARRESTEE UNDER 18

Valid Codes: H and R.


65



80 1 A CLEARANCE INDICATOR

Valid Code: Y = Yes (clears the case) N = No (already cleared)

The participant must indicate whether or notthis arrest produced a clearance or is anadditional arrest for the previously clearedincident.




The original incident’s offense (s) must beentered to enable the FBI to show whatoffense (s) were associated with the originalincident.








66





7. Level 7 -- Group “B” Arrest Report Segment

One Group “B” Arrest Report is to be submitted for each person arrested for a Group “B”offense.





5 1 A SEGMENT LEVEL

Designates this as a Group “B” ArrestSegment.

Valid Code: 7.


67



Valid Codes: A, M, and D.



9-12 4 A YEAR OF TAPE - e.g., 1995








68


41 26-37 12 A ARREST (TRANSACTION) NUMBER


This value could also be the incidentnumber.

The ORI, Arrest Transaction Number, andArrestee Sequence Number combine touniquely identify a Group “B” ArrestReport.

If there are two or more arrests for the sameincident and the agency uses the same ArrestNumber for these arrests, then the ArresteeSequence Number must be 01, 02, etc.

40 38-39 2 A ARRESTEE (SEQUENCE) NUMBER


Note: This data element follows 41 abovebecause the FBI requires thatpositions 17 through 37 contain theidentifying keys for each SegmentLevel.

42 40-47 8 A ARREST DATE


43 48 1 A TYPE OF ARREST

Valid Codes: O, S, and T.


69


45 49-51 3 A UCR ARREST OFFENSE CODE

Valid Codes: Volume 1, section IV containsinformation on offense codes.


46 52-53 2 A ARRESTEE WAS ARMED WITH (#1)

Valid Codes: 01 and 11 through 17.


Enter A if the weapon entered above isautomatic.

46 55-56 2 A ARRESTEE WAS ARMED WITH (#2)57 1 A AUTOMATIC WEAPON INDICATOR

(#2)

Same as above.

47 58-61 4 A AGE OF ARRESTEE

For an exact age use only positions 58 and59 (leave 60 and 61 blank) and enter age inyears as 01 through 98, 99, 00; or usepositions 58 through 61 for an age rangesuch as 25 to 30 years (2530).

If an age range is entered and the low age isjuvenile and the high range is adult and theaverage age (rounded down) is juvenile, itshould be in agreement with Data Element52 (Disposition of Arrestee Under 18).


70

DATAFIELD RECORD DATANUMBER POSITION LEN ATTR DESCRIPTION48 62 1 A SEX OF ARRESTEE

Valid Codes: M and F.

49 63 1 A RACE OF ARRESTEE


50 64 1 A ETHNICITY OF ARRESTEE


51 65 1 A RESIDENT STATUS OF ARRESTEE


52 66 1 A DISPOSITION OF ARRESTEE UNDER 18

Valid Codes: H and R.

8. Level 0 -- Zero-Reporting Segment

One record is to be submitted for each month that a reporting agency has responded thatno crime occurred within the local agency’s jurisdiction. Section I, subsection I, “Zero-Reporting,” contains guidelines on submission of this data record.





71


5 1 A SEGMENT LEVEL

Designates this as a Zero-ReportingSegment.

Valid Code: 0.


Valid Codes: A and D.


Depending on unload procedures, this iseither the month of the update activity or themonth the magnetic media was created. Section I, subsection D contains informationon the creation of monthly magnetic media.

9-12 4 A YEAR OF TAPE - e.g., 1995






72


1 17-25 9 A ORI NUMBER

Valid NCIC ORI number.


All zeros, i.e., 000000000000

38-39 2 A ZERO-REPORT MONTH (01 through 12)

This is the month in which there was noreported crime.

40-43 4 A ZERO-REPORT YEAR - e.g., 1995

This is the year in which there was noreported crime.

9. Level L -- LEOKA Segment

Section I contains guidelines on submission of the Law Enforcement Killed andAssaulted (LEOKA) data record.


1-4 4 B Must have a binary value of 637 in positions1 and 2, and binary zeros in positions 3 and4. For floppy disks, enter numeric 0637.

5 1 A SEGMENT LEVEL

Valid Code: L.


73


6 1 A FILLER

Must be blank.



Note: Every segment, including LEOKA,must have the same month value. Note, however, the month valuewithin the 600 character data can bedifferent.

9-12 4 A YEAR OF TAPE - e.g., 1995


Note: Every segment on the tape, includingLEOKA, must have the same yearvalue. Note, however, the year valuewithin the 600 character data may bedifferent.


74




Valid Code: The FBI will assign aparticipation indicator for those agenciesmeeting the requirements for directsubmission to the FBI. If none, enterblanks.

1 17-25 9 A ORI NUMBER

Valid NCIC ORI number. The first sevenpositions must be the same as those withinthe LEOKA data below, followed by twozeros.

26-37 12 A FILLER

Must be blanks.

38-637 600 A LEOKA DATA

The FBI document, Technical Manual, ADPProgramming Guidelines for State UCRPrograms, 6/15/83, contains instructions forreporting these data.


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M. Federal Department Considerations

1. Determining the ORI for the Crime Incident or Arrest

The UCR Program will periodically provide updated city and county ORI numbers ineither computerized or hard-copy format, as requested by each federal participant. Alsoavailable will be a magnetic tape or cartridge containing the names of all towns, cities, andcounties as extracted from three sources: (1) the U.S. Postal Service Zip Code Directory file; (2)the U.S. Department of Commerce, National Bureau of Standards, FIPS-55 Location file whichidentifies localities nationwide; and (3) the FBI’s UCR ORI file.

Each city and town will be associated with the appropriate UCR ORI number. Thesedata can be converted by the federal agency into a database, thereby providing an automatedmeans of determining the ORI number based upon the name of the town within the state. Thesuggested data elements are: Town/City Name, State Abbreviation, ORI Number, County Name,and Source (as mentioned above). The Zip Code is not being included in order to avoidproblems associated with Zip Code changes and Zip Codes covering more than one county.

The UCR ORI file contains over 16,000 ORI numbers for towns, cities, state policeagencies, and some colleges and universities. When a crime occurs in one of these locations, theUCR ORI is always used. There are thousands of additional small towns that have never beenprovided an ORI number. The county ORI has been assigned to these locations. County ORInumbers should also be used to report crimes occurring in unincorporated areas.

Formal instructions for the assigning of ORIs will be provided at the time each federalagency determines its specific manner of data collection, storage, and submission. The UCRstaff will work with each agency to determine the best approach.

2. Duplicate Incident Numbers

A federal department may choose to submit to the UCR Program all crime data gatheredby its dependent bureaus/agencies under the primary two-character Federal Identifier (FID) forthe department. If so, procedures must be in place to ensure that the UCR Program does notreceive duplicate incident numbers for crimes occurring in the same ORI locality. Since both thenine-character ORI/FID Number and the 12 character Incident Number provide uniqueness,combined duplication must be avoided. The ORI/FID is comprised of a seven-character ORInumber and a two-character FID. The FID, under the assumption that the department wouldcombine all bureau/agency data on one magnetic media, would by the same for all crime data


76

submitted for the federal department. The following is an explanation of how duplication couldoccur and potential solutions to prevent this possibility.

Assume that each bureau/agency uses the same schema for assigning incident numbers toits cases. For example, the first two positions always reflect the year the case was opened (e.g.,1995, 1996, etc.), followed by 1 for the first incident, 2 for the second, etc. Thus, it is possiblethat an incident number within one agency could duplicate another agency’s incident number fora different crime in the same ORI location. This duplication would cause a serious problem forthe federal department when they collect and send all the incident data under one FID code. Either the federal department must ensure that its bureau/agencies have a distinct numberingschema to prevent duplicate incident numbers among agencies, or the federal department’scomputer must provide for distinction.

In the event that multiple agencies/bureaus under a federal department do not have adistinct incident number that distinguishes it from the others, a data processing solution exists. Itwill provide the capability of aggregating crime submittals under one FID code with nopossibility of duplication of other agencies’ incident numbers.

This solution will only work if the incident numbers are less than 12 characters for eachagency. If so, the federal department could increase the length to accommodate assigning aninternal code to each incoming incident number, reflecting the identity of the agency/bureau. For example, if a department has five agencies, the computer could assign the first character ofthe incident number as A for the first agency’s identifier, B as the second, etc. This wouldensure that duplication of incident numbers would never occur among agencies. However, if theincident number could be 12 characters, and if a distinction cannot be made by the department’scomputer, then different two-character FID codes must be used, one per agency/bureau withinthe department.

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RECORD LAYOUT WORKSHEET

Record Name: Administrative Segment (Level 1) Length: 87 Record Format: VB Data Set Name: UCR.NIBRS.INCIDENT.DATA Block: 32,760

RDW

LEVEL

ACTION

MONTH YEAR

CITYINDICATOR

ORI NUMBER (1)

INCIDENTNUMBER (2)

INCIDENTDATE (3)

REPORT(3)

I N C I D HE O N UT R(3)

CLEARED(4)

EXCEPTIONAL CLEARANCEDATE (5)

1-4 5 6 7-8 9-12 13-16 17-25 26-37 38-45 46 47-48 49 50-57

(6) OCCURS 10 TIMES

OFFENSECODE #1 (6)

THROUGH OFFENSECODE #10(6)

58-60 85-87

Record Layouts

78


Record Name: Offense Segment (Level 2) Length: 63 Record Format: VB Data Set Name: UCR.NIBRS.INCIDENT.DATA Block: 32,760

RDW

LEVEL

ACTION

MONTH YEAR

CITYINDICATOR

ORINUMBER (1)

INCIDENTNUMBER (2)

UCROFFENSECODE (6)

A/C(7)

(8)OCCURS3 TIMES

LOC.TYPE(9)

OFFENDERUSED (8)

1-4 5 6 7-8 9-12 13-16 17-25 26-37 38-40 41 42 45-46

NUMBERPREMISESENTERED (10)

ENTRY(11)

12 OCCURS 3 TIMES

13 OCCURS 3 TIMES

BIAS(8A)

TYPECRIMINAL ACTIVITY(12)

WEAPON/FORCEINVOLVED #1(13)

AUTO.WEAPONIND. #1

THROUGH WEAPON/FORCEINVOLVED #3(13)

AUTO.WEAPONIND. #3

47-48 49 50 53-54 55 59-60 61 62-63

Record Layouts

79


Record Name: Property Segment (Level 3) Length: 307 Record Format: VB Data Set Name: UCR.NIBRS.INCIDENT.DATA Block: 32,760

RDW

LEVEL

ACTION

MONTH YEAR

CITYINDICATOR

ORINUMBER (1)

INCIDENTNUMBER (2)

TYPEPROPERTYLOSS/ETC.(14)

(15-16-17) OCCURS 10 TIMES

PROPERTYDESC.(15)

PROPERTYVALUE(16)

DATERECOVERED(17)

1-4 5 6 7-8 9-12 13-16 17-25 26-37 38 39-40 41-49 50-57

NUMBERSTOLENVEHICLES(18)

NUMBERRECOVEREDVEHICLES(19)

(20-21-22) OCCURS 3 TIMES (6) OCCURS 10 TIMES

SUSPECTEDDRUG TYPE(20)

ESTIMATEDDRUGQUANTITY(21)

ESTIMATEDDRUGFRACTION(21)

TYPEMEASURE(22)

OFFENSECODE #1(6)


229-230 231-232 233 234-242 243-245 246-247 278-280 305-307

Record Layouts

80

RECORD LAYOUT WORKSHEETRecord Name: Victim Segment (Level 4) Length: 129 Record Format: VB Data Set Name: UCR.NIBRS.INCIDENT.DATA Block: 32,760

RDW

LEVEL

ACTION

MONTH YEAR

CITYINDICATOR

ORINUMBER (1)

INCIDENTNUMBER (2)

VICTIMSEQUENCENO. (23)

(24) OCCURS 10 TIMES

OFFENSECODE(24)

1-4 5 6 7-8 9-12 13-16 17-25 26-37 38-40 41-43

TYPEVICTIM(25)

AGE ORRANGE(26)

SEX(27)

RACE(28)

ETHNICITY(29)

RESIDENTSTATUS(30)

(31) OCCURS 2 TIMES ADDITIONALJUSTIFIABLEHOMICIDECIRCUMSTANCES(32)

AGG. ASSAULT/ HOMICIDECIRCUMSTANCES(31)

71 72-75 76 77 78 79 80-81 84

(33) OCCURS 5 TIMES (34-35) OCCURS 10 TIMES

INJURYTYPE(33)

OFFENDERNUMBER TO BERELATED #1 (34)

RELATIONSHIPVICTIM TOOFFENDER #1(35)

THROUGH OFFENDERNUMBER TO BERELATED #10(34)

RELATIONSHIPVICTIM TOOFFENDER #10(35)

85 90-91 92-93 126-127 128-129

Record Layouts

81


Record Name: Offender Segment (Level 5) Length: 45 Record Format: VB Data Set Name: UCR.NIBRS.INCIDENT.DATA Block: 32,760

RDW

LEVEL

ACTION

MONTH YEAR

CITYINDICATOR

ORINUMBER (1)

INCIDENTNUMBER (2)

OFFENDERSEQUENCENO. (36)

AGE ORRANGE(37)

SEX(38)

RACE(39)

1-4 5 6 7-8 9-12 13-16 17-25 26-37 38-39 40-43 44 45

Record Layouts

82

RECORD LAYOUT WORKSHEETRecord Name: Arrestee Segment (Level 6) Length: 110 Record Format: VB Data Set Name: UCR.NIBRS.INCIDENT.DATA Block: 32,760

RDW

LEVEL

ACTION

MONTH YEAR

CITYINDICATOR

ORINUMBER (1)

INCIDENTNUMBER (2)

ARRESTTEESEQUENCENO. (40)

ARRESTTRANS.NO. (41)

ARRESTDATE(42)

TYPE OFARREST(43)

1-4 5 6 7-8 9-12 13-16 17-25 26-37 38-39 40-51 52-59 60

MULTIPLEARRESTEESEGMENTSIND. (44)

ARRESTOFFENSECODE (45)

(46) OCCURS 2 TIMES

AGE ORRANGE(47)

SEX(48)

RACE(49)

ETHNICITY(50)

ARRESTTEE WASARMED WITH (46)

AUTO.WEAPONIND.

61 62-64 65-66 67 71-74 75 76 77

RESIDENTSTATUS (51)

DISP. OFARRESSTEEUNDER 18 (52)

CLEARANCEINDICATOR

(6) OCCURS 10 TIMES

OFFENSECODE #1(6)


78 79 80 81-83 108-110

Record Layouts

83


Record Name: Group “B” Arrest Report (Level 7) Length: 66 Record Format: VB Data Set Name: UCR.NIBRS.INCIDENT.DATA Block: 32,760

RDW

LEVEL

ACTION

MONTH YEAR

CITYINDICATOR

ORINUMBER (1)

ARRESTTRANS. NO.(41)

ARRESTEESEQUENCENO. (40)

ARRESTDATE(42)

TYPE OFARREST(43)

1-4 5 6 7-8 9-12 13-16 17-25 26-37 38-39 40-47 48

ARRESTOFFENSECODE (45)

(46) OCCURS 2 TIMES

AGE ORRANGE(47)

SEX(48)

RACE(49)

ETHNICITY(50)

RESIDENTSTATUS(51)

DISP. OFARRESTEEUNDER 18(52)

ARRESTEE WASARMED WITH(46)

AUTOWEAPONIND.

49-51 52-53 54 58-61 62 63 64 65 66

Record Layouts

84


Record Name: Error Data Set (EDS) Length: 146 Record Format: FB Data Set Name: UCR.NIBRS.ERRORS Block: 32,704

YEAR

MONTH

RELATIVERECORDNUMBER

SEGMENTACTIONTYPE

ORINUMBER (1)

INCIDENTNUMBER (2)

LEVEL

OFFENSECODE

PERSONSEQ. NO.

TYPEPROPERTYLOSS/ETC.

DATAELEMENTNUMBER

1-4 5-6 7-13 14 15-23 24-35 36 37-39 40-42 43 44-46

ERRORNUMBER

DATAFIELD

ERRORMESSAGE

TAPESERIALNUMBER

47-49 50-61 62-140 141-146

Note: Section III, “Error Handling,” contains additional information on this EDS record.

Record Layouts

85


Record Name: LEOKA Segment (Level L) Length: 637 Record Format: VB Data Set Name: UCR.NIBRS.INCIDENT.DATA Block: 32,760

RDW

LEVEL

FILLER

MONTH YEAR

CITYINDICATOR

ORINUMBER (1)

FILLER

LEOKADATA

1-4 5 6 7-8 9-12 13-16 17-25 26-37 38-637

Record Layouts

86


Record Name: Zero Reporting (Level 0) Length: 43 Record Format: VB Data Set Name: UCR.NIBRS.INCIDENT. DATA Block: 32,760

RDW

LEVEL

ACTION

MONTH YEAR

CITYINDICATOR

ORINUMBER (1)

INCIDENTNUMBER (2)

ZERO-REPORTMONTH

ZERO-REPORTYEAR

1-4 5 6 7-8 9-12 13-16 17-25 26-37 38-39 40-43

87

III. ERROR HANDLING

A. General Information

The magnetic media being processed by the FBI will contain data segments formatted perspecifications within section I, “Magnetic Data Submission Specifications.” Magnetic media willcontain Group “A” Incident Reports, supplemental updates to previously submitted incidentreports, and Group “B” Arrest Reports. Additionally, incident reports no longer maintainedwithin the participant’s database in which property recoveries, arrests, and exceptional clearanceswere reported will also be on the monthly submissions. Any of these submissions could berejected because of the detection of errors through FBI edit checking.

Within this section are three parts that explain (1) how the FBI will handle these errors,(2) how errors will be sent back to the participant, and (3) what automated procedures arenecessary in order to resubmit the corrected segments to the FBI. Before production modesubmissions begins with the FBI, automated procedures should be in place within theparticipant’s data processing department that address the issues mentioned herein.

1. Coordination of National and Participant Databases

In order to reduce the possibility of the FBI’s database becoming out of sync with theparticipant’s database, guidelines have been established for submitting data to the FBI. Specifically, separate segment submissions using A = Add Arrest (except for Arrestee Segments),M = Modification, and D = Delete will not be accepted for a previously submitted Group “A”Incident Report. (Separate updates will be permitted, however, for Arrest, ExceptionalClearances, and Recovered Property Segments previously submitted as Segment Action Type W= Time-Window Submission.)

When an incident is modified (with the exception of the addition of Arrestee Segments),the entire updated incident report should be sent to the FBI as an I = Incident Report. Thisresubmission rule will simplify automated processes that would otherwise be complex. Theguidelines will also increase the reliability of the data at the national level.

2. General Incident Data Submission Policy

The submission of modifications to previously submitted Group “A” Incident Reports isgoverned by the following two rules:

Rule 1: Any changes to a Group “A” Incident Report previously submitted to theFBI (except adding Arrestee Segments) are to be processed by firstdeleting the entire incident and resubmitting the entire incident report.

Rule 2: If an Arrestee Segment is being added to a previously submitted Group “A”

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Incident Report with no other data changes to other segments, only the ArresteeSegment is to be submitted, not the entire incident report.

Detailed specifications for supplemental processing and general data submissionsto the FBI are set forth in section I, “Magnetic Data Submission Specifications.”

B. How the FBI Handles Detected Errors

Armed with knowledge about FBI error-handling processes concerning incident reportdata found in error, the participant’s computer system can process these error segmentsaccordingly. System designers will be able to incorporate error-processing methodology intotheir data processing system, thus providing for a smooth data flow between the participant andthe FBI.

The FBI’s computer has been programmed to take the following actions when errors aredetected in the following Segment Action Types.

SEGMENT ACTION TYPES:

I = INCIDENT REPORT

Whenever error (s) occur in a Group “A” Incident Report submission, the entire incidentwill be rejected. All segments within the incident report will be rejected even though some of thesegments might be correct. This will prevent incomplete incident reports from being added to theFBI’s database.

After correcting the rejected incident report, it should be resubmitted on the next monthlysubmission to the FBI, along with the next month’s data.

PARTICIPANT MAY NO LONGER MAINTAIN THE INCIDENT REPORT JUSTSUBMITTED

When the FBI returns the magnetic media, an incident report designated as being in erroron the Error Data Set (EDS) may have been purged from the participant’s database or the FBI’sdatabase. In such instances, a subsequent submission using Segment Action Type W = Time-Window Submission would be made. If the incident did not involve an exceptional clearance,arrest, or recovered property, no subsequent submission is necessary.

Section I, subsection F, “Determining Amount of Data to Be Submitted,” and subsectionK, “Segment Action Type,” contain specific instructions regarding the above situation.

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A = ADD ARREST or ZERO-REPORT

ZERO-REPORTING (Level 0)

The FBI will reject the specific A = Add Zero-Report segment in error if it containsincomplete data.

ARRESTEE SEGMENT (Level 6)

When error(s) occur in this segment, only this segment will be rejected; other A = AddArrest (Arrestee Segments), if any, will be added to the incident report. As previously mentionedin section I, subsection K, “Segment Action Type,” the only segment that can be added to anexisting incident report is the Arrestee Segment.

As specified for I = Incident Report submissions containing errors, the entire incidentreport will be rejected if any part of the incident is in error. However, this is not the case with A= Add Arrest submissions if one or more Arrestee Segments being submitted contains error(s). The original incident report will not be deleted automatically by the FBI; the incident report willremain intact.

If the participant no longer maintains an incident report or its software detects that the FBIno longer maintains the complete incident report, and arrests, exceptional clearances, and/orproperty recoveries occur, these segments would be submitted as W = Time-Window Submissionactions (not as A = Add Arrest). Section I, subsection F, “Determining Amount of Data to BeSubmitted,” and subsection K, “Segment Action Type,” contain specific instructions.

GROUP “B” ARREST REPORT (Level 7)

The FBI will reject the submitted A = Add Arrest segment in error.

M = MODIFY

ADMINISTRATIVE SEGMENT (Level 1)

The FBI will reject the submitted M = Modify segment in error; any existingAdministrative Segment on file will remain intact.

The Administrative Segment within a Group “A” Incident Report is the only segment thatcan be modified, and only specific data elements may be modified. Section I, subsection K,“Segment Action Type,” contains additional information.

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PROPERTY SEGMENT . . . (Level 3)ARRESTEE SEGMENT . . . (Level 6)GROUP “B” ARREST REPORT . . . (Level 7)

The FBI will reject the submitted M = Modify segment in error. The segment already onfile will remain intact.

Note that M = Modify actions are only applicable for Property (Level 3) and Arrestee(Level 6) Segments in those cases when these segments had previously been submitted as W =Time-Window Submission. It is not allowable to modify these two selected segments (i.e.,Property and Arrestee) within a previously submitted Group “A” Incident Report.

D = DELETE

There may be instances when the participant’s computer believes the FBI’s databasecontains an incident report when it does not. This may occur with a resubmission for an incidentreport. Resubmissions are always to be preceded by a D = Delete action that removes the originalincident report from the FBI’s database.

If the FBI subsequently detects an error on the resubmitted incident report, it would not beadded to the FBI’s database and thus the incident would no longer exist, and the participant mustonce again update its database to correct the FBI-detected error. The resubmission process wouldrepeat with the generation of another D = Delete action that would precede the incident reportresubmission.

When the second resubmittal is processed by the FBI, the D = Delete action would failbecause the incident report does not exist. Because of this, an Incident Not Found error will notbe sent back on D = Delete requests.

ZERO-REPORTING (Level 0)

The FBI will reject the specific D = Delete Zero-Report segment in error if it containsincomplete data.

As is the case with other D = Delete transactions, the FBI will not reject this segment ifthe month and year had not previously been submitted as A = Add Zero-Report for that month.DELETE TRANSACTIONS WILL ALWAYS CAUSE THE INCIDENT REPORT TO BEREMOVED FROM THE FBI’S DATABASE

When a D = Delete transaction is submitted, the corresponding FBI’s incident report willbe removed before processing subsequent transactions. If an I = Incident Report follows the D =

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Delete transaction, and it contains errors, no data will be on file for the incident. Once theincident report is corrected and resubmitted, the FBI would add the data to its database.

W = TIME-WINDOW SUBMISSION

The segment (s) in error will be rejected; any error-free segments for the same incidentwill be added to the FBI’s database, as is done for Segment Action Type A = Add Arrest forArrestee Segments. The same incident is defined as those segments having the exact same datavalues in Data Elements 1 (ORI Number) and 2 (Incident Number).

W = Time-Window Submission actions are used for exceptional clearances, arrests, andrecovered property submissions, where either the participant or FBI no longer maintains theincident report. Section III, subsection D, “Participant’s Resubmission of Rejected Data,”contains suggestions on how to resubmit data that were found in error.

Section I, subsection K, “Segment Action Type,” contains specific instructions concerningfirst-time submittals for these types of segments.

FBI ERROR RECORDS PROVIDE PRECISE EXPLANATION OF ERROR

All detected errors will be written by the FBI to an EDS in the format specified in sectionIII, subsection F, “Error Data Set.” Each EDS record will contain sufficient detail to enable theparticipant to correct the error. The type of error detected and on what segment it occurred willbe shown within each EDS record.

SPECIFIC SEGMENTS PASSING FBI EDIT REQUIREMENTS REJECTED AS ARESULT OF OTHER INCIDENT REPORT ERRORS ARE NOT WRITTEN TO EDS

If a Group “A” Incident Report contained 25 segments and one contains an error, only theerror for this particular segment will be written to the EDS. The other 24 will not be written tothe EDS even though they were also rejected by the FBI. The EDS only contains descriptions oferrors; no references are made to valid segments rejected as a result of other FBI-detected errorswithin the incident report.

EDITING RULES APPLIED TO PARTICIPANT’S DATA

A list of the software edits used by the FBI on data elements is provided in Volume 4: Error Message Manual. Software designers should incorporate these edits in their incident-basedreporting systems.

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C. Method for Sending Back FBI-Detected Errors

The following procedures will be used by the FBI in returning participant’s magneticmedia:

1. Error Data Set (EDS)

A second data set will always be written by the FBI following the first data set on themagnetic tapes/cartridges submitted by the participant. The FBI will create the second data set,the Error Data Set (EDS). Descriptive error messages will be contained within the EDS that willreflect specific errors encountered (if any).

On floppy disk submissions, the above error data will be written with a file name ofFBI.NIBRS.EDS.xx, where xx is the two-character state abbreviation for non-federal participants,and an FBI-assigned two-character code for the federal participant.

2. Last Record on EDS

In addition to any error records generated, an ending record will always be written on theEDS indicating that the magnetic media was processed by the FBI. Within the Error Messagefield will be FBI processed tape NNNNNN on MM/DD/YYYY. The ORI number will be set tonines (999999999).

This will indicate that the magnetic tape or cartridge number indicated by value inNNNNNN was processed by the FBI on the date shown within MM/DD/YYYY. The last recordon the EDS will contain this information. On floppy disk submittals, the NNNNNN will be anFBI-assigned work disk serial number such as WRKxxx, SYSxxx, etc.

3. Assurance That FBI Processed The Magnetic Media

This nines (999999999) record will assure the participant that the magnetic media hasbeen processed by the FBI. If this record is not on the EDS, the UCR Program at the CriminalJustice Information Services Division in Clarksburg, West Virginia, should be contacted so theprocessing path of the magnetic media can be traced. The FBI will determine whether themagnetic media (1) had been processed without writing the error records, (2) was partiallyprocessed, or (3) had not been processed at all.

Automatic procedures should be established to search for this record on the returnedmagnetic media. The participant should verify that the tape/cartridge number in this record is the

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same number submitted to the FBI. This is a quality assurance procedure to ensure that the FBIhad processed the data on the magnetic tape or cartridge, and that the data was returned to thecorrect sender.

Agencies submitting floppy disks should verify that the file name written to the diskproperly reflects the correct identity of the agency.

D. Participant’s Resubmission of Rejected Data

1. Participants must Print Error Data Set to See Errors

When the returned magnetic media is received, the EDS must be printed out to see anyerrors detected by the FBI. Until such time as the participant implements an automated procedurefor identifying and correcting specific errors, all errors must be handled manually within its dataprocessing system.

Errors detected by the FBI include the following: invalid data values, missing mandatorydata fields, missing segments, duplicated record segments, segments already on file, etc. Specificedits applied to data elements are set forth in Volume 4: Error Message Manual, section II,“Data Element Edits.”

2. EDS Error Records Provide Precise Explanation of Error

The EDS fields located in positions 1 through 43 uniquely identify the segment containingthe error. The following information about the error will be shown in data positions 44 through140: 44 through 46, the Data Element Number; 50 through 61, the Data Field; and 62 through 140,the Error Message. These three fields provide the explanation needed to understand and correct anyerror detected.

Additional Error Message explanations may be found in Volume 4: Error Message Manual. Error Numbers are provided in positions 47 through 49 which are referenced within the volume. Greater detail is provided than that contained within the Error Message mentioned above.

3. Handling Incidents No Longer on Participant’s Database

Software designers should be aware that segments rejected with one Segment Action Typecode might have to be resubmitted with a different Segment Action Type code. This could occurbecause the participant’s system may have purged the data from its database in connection withits routine old records deletion process. This deletion process may cause some incident reports

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just sent to the FBI to be purged from the participant’s database. Also, the FBI might havepurged the data from its database.

Although the deleted segments are on magnetic media, it would be impractical to retrieve,correct, and resubmit them.

A special Segment Action Type code of W = Time-Window Submission is provided forthose cases involving exceptional clearances, arrests, and recovered property where either theparticipant or the FBI no longer maintains the incident report. Section I, subsection F,“Determining Amount of Data to Be Submitted,” contains specific instructions and detailsregarding this situation.

4. Errors Could Result from Participant’s Deficiencies/Bugs

Software deficiencies or bugs in the participant’s system may cause a percentage ofsegments to be rejected by the FBI. Even though the original data in the database may be correct,software bugs could cause data to be omitted from, or incorrect data to be placed into, thesubmitted magnetic media. For example, property offenses must have Property Segments. Theparticipant’s software may have an error that causes the unload program to not load PropertySegments to magnetic media. The missing Property Segments will cause the FBI to reject theentire incident reports to which they belong.

Procedures should be built into the software to process the EDS data set and match eachrejected incident with those on file in the participant’s database. This matching process shouldtrigger a subsequent unloading of the rejected segments when it becomes time to write the nextnormal monthly magnetic media for the FBI.

E. Use of Segment Action Type Codes in Error Handling

The documentation that follows covers the various Segment Action Type codes (e.g., I =Incident Report, A = Add Arrest, etc.) and which errors may be detected. The participant mustcorrect the errors and resubmit per instructions set forth.

1. Segment Action Types

I = INCIDENT REPORT

After the error(s) are corrected, all segments within the incident report must beresubmitted. A D = Delete action should precede an I = Incident Report for a completeresubmission of the incident report.

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Note: The software should be designed so that no first-time Group “A” Incident Reportsubmissions are preceded by D = Delete.

A = ADD ARREST OR ZERO-REPORT

ZERO-REPORT (Level 0)

Resubmit the Zero-Report Segment (Level 0) after correcting the error(s).

ARRESTEE SEGMENT (Level 6)

In cases when errors occur in an Arrestee Segment that was being added to a Group “A”Incident Report previously sent to the FBI, either of two methods may be used: Resubmit onlythe rejected Arrestee Segment or resubmit the entire incident report.

If the system is designed to identify and resubmit only the Arrestee Segment in error, datatransmissions to the FBI would be reduced. Designing this capability into the system will,however, be difficult, and the system designer may opt instead to resubmit the entire incidentreport, including the corrected Arrestee Segment(s).

2. When Data Elements Other than Those Within the Rejected Arrestee SegmentAre Also Updated, the Entire Incident Report Should Be Resubmitted

If modifications were made to the incident report between submission of an A = AddArrest (Arrestee Segment) and receipt of errors from the FBI, a complete resubmission of theincident report would be required at the end of the month.

In this instance, the computer system would not resubmit the Arrestee Segment separately(if design accommodated this special feature) but would automatically resubmit the entireincident report including the Arrestee Segment after correcting the error it contained.

3. Errors Should Be Corrected Promptly

If error(s) are not corrected before the incident report is resubmitted to the FBI because ofsubsequent updating, the entire incident report will again be rejected because of the same FBI-detected error(s) on the Arrestee Segment. Errors must be corrected as soon as possible toprevent subsequent rejects from occurring.

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Section I, subsection K, “Segment Action Type,” contains additional informationregarding Arrestee Segment submissions, as well as recovered property and exceptionalclearances in which an initial incident report is no longer maintained within the participant’s orFBI’s database.

GROUP “B” ARREST REPORT (Level 7)

Resubmit the Group “B” Arrest Report after correcting the error(s).

M = MODIFY

ADMINISTRATIVE SEGMENT (Level 1)

Resubmit the Administrative Segment (Level 1) after correcting the error(s).

PROPERTY SEGMENT . . . (Level 3)

ARRESTEE SEGMENT . . . (Level 6)

GROUP “B” ARREST REPORT . . . (Level 7)

Resubmit the applicable segment after correcting the error(s). Note that M = Modifyactions are only applicable for Property (Level 3) and Arrestee (Level 6) Segments in those caseswhen these segments had previously been submitted by Segment Action Type W = Time-WindowSubmission. It is not permitted to M = Modify these two selected segments (i.e., Property andArrest) within a previously submitted Group “A” Incident Report.

4. W = Time-Window Submission When Participant Maintains the Group “A”Incident Report but the FBI Does Not

The participant’s database may very well retain its data longer than the 2-year retention ofthe FBI. As mentioned before in section I, subsection F, part 3, “Time-Window,” the amount ofdata to send is determined by the Time-Window Base Date calculation.

When the FBI rejects a Segment Action Type of W = Time-Window Submission becauseof an error, the participant may:

(1) Resubmit the segment in error after correcting it, or

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(2) D = Delete the Administrative Segment of the incident report in question, thusdeleting all related segments currently maintained by the FBI. (The participantcould have submitted two Arrestee Segments, one of which was kept by the FBI.) The delete should be followed by resubmission of all segments having an ArrestDate, Recovered Property Date, or Exceptional Clearance Date falling within theTime-Window Date Range.

As specified in section I, subsection F, the FBI will keep segments containing exceptionalclearances, recovered property, and arrestees falling within the Time-Window Date Range. Thisis done so that the data may be included in yearly publications.

It is important to be aware that anytime a D = Delete is done to remove such segments,they must be resubmitted to the FBI. Computer software routines within the participant’s systemshould handle this in conjunction with instructions specified in section I, subsection K, “SegmentAction Type.”

5. W = Time-Window Submission When Participant Does Not Maintain the Group“A” Incident Report

When a Segment Action Type of W = Time-Window Submission is rejected because of anerror:

(1) Resubmit the segment after correcting the error, or

(2) D = Delete the Administrative Segment of the incident report in question, thusdeleting all related segments currently maintained by the FBI.

Note: Combinations of Arrestee Segments and recovered property could have beensubmitted, some of which were kept by the FBI.

The D = Delete should be followed by resubmission of all segments having an ArrestDate, Recovered Property Date, or Exceptional Clearance Date falling within the Time-WindowDate Range.

The participant may choose either of the two actions above, according to the dataprocessing capabilities built into the system. Action 1 would be the most efficient manner inresubmitting segments rejected by the FBI, but would become very complicated in thosesituations involving multiple segment submissions for the same incident. If Action 2 is chosen,ensure that all segments falling within the Time-Window Base Date range are submitted toinclude the segment(s) rejected by the FBI.

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D = DELETE

If an FBI-detected error message is generated for a D = Delete action, it will not bebecause the incident was not on file. Rejection will occur, for example, if the Incident Numberwas not entered or if an ORI was entered incorrectly.

Correct the error and resubmit the deleted transaction.

Note: Any segments for the same incident that immediately followed the rejectedtransaction on the magnetic media were probably rejected as well, with an errormessage such as Segment Already on File.

If an Administrative Segment (Level 1) is submitted with a D = Delete, all segments(Levels 1 through 6) associated with the incident report will be deleted.

The participant’s database may retain its data longer than the 2-year retention used by theFBI. If it is determined that the Time-Window Base Date would cause the software to treatsubsequent submissions as a W = Time-Window Submission for incidents maintained by theparticipant longer than 2 years, all applicable segments falling within the Date Range (January 1of the previous calendar year to the present) must be submitted as a W = Time-WindowSubmission.

6. Participant Software Suggestions for Group “A” Submissions

The purpose of this subsection is to provide insights into certain data-flow functions thatmust be considered in the development of NIBRS data processing systems. This includes normalupdating of existing Group “A” Incident Reports previously sent to the FBI, new Group “A”Incident Reports, and how these actions will affect error processing.

The paragraphs that follow explain the various scenarios that the computer systems shouldtake into account in correcting FBI-rejected segments and in determining whether to resubmit acomplete incident report or just the corrected segment.

7. Participant Should Have an Activity Date Within Reports Maintained in itsDatabase

When correcting data errors or updating data, the software should provide a means forindicating the date of the last update or activity to the database. This would be used by the unloadprogram in locating or determining which data are to be sent to the FBI when submitting itsmagnetic media.

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8. Updating of Participant’s Records Should Set Internal Update Action Flags

There is a need to maintain two internal controls for determining resubmission actions asexplained under Incident Report Resubmission and Arrestee Segment Submission that follow.

9. Incident Report Resubmission (software flag)

An Incident Report Resubmission flag would reflect or indicate that data changes weremade that will require a complete resubmittal (e.g., changing property values, adjusting victim’sage, adding offenders, etc.) This would not be turned on during any updating to ArresteeSegments not previously submitted but would be turned on if adjusting arrest data where theArrestee Segment had been previously sent to the FBI.

10. Arrestee Segment Submission (software flag)

An Arrestee Segment Submission flag should be turned on whenever the arrest data areinitially added to the participant’s database. This flag probably would be located with theIncident Report Resubmission flag in the Administrative Segment. After the Arrestee Segmenthas been sent to the FBI, the Arrestee Segment Submission flag would be turned off. The purposeof this flag is to let software decide if only the Arrestee Segment is to be sent instead ofresubmitting the entire incident report.

When the time comes to write segments to magnetic media, these two flags would be usedin concert to determine what should occur. This information should be used in conjunction withfunctional specifications set forth in section I, subsection D, “Creation of Monthly MagneticMedia.”

11. Determining If Incident Report Is a Resubmission

In addition to these two controls, the system must be designed to determine if the incidentreport is to be the first submittal or a resubmission. Section I, subsection D, “Creation ofMonthly Magnetic Media,” provides additional insight into how to determine this.

12. Data Submission Logic Should Be Designed into the System

The software should also be able to determine whether to either send I = Incident Report,A = Add Arrest (for arrests), or W = Time-Window Submissions to the FBI. The determiningfactor that dictates whether, for example, Incident Report submissions just rejected should beresubmitted as W = Time-Window Submission actions is totally dependent upon the date (i.e.,

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current date) that the incident data are transferred to the magnetic media in relation to the incidentdate. Section I, subsection F, part 3, “Time-Window,” provides additional instructions regardingsubmission criteria of incident data that are no longer maintained in the participant’s or the FBI’sdatabase.

Example: If December 1995, magnetic media contained a resubmission I = IncidentReport with an incident date of 05/01/1994 that was subsequently rejected by the FBI, the January1996, magnetic media submitted would contain a subset of these known as W = Time-WindowSubmission segment(s), not the corrected incident report.

In the above case, W = Time-Window Submission segments would be submitted becausethe FBI no longer maintains the I = Incident Report (because of the current year and one previousyear constraint).

Another possibility or situation exists. Prior to correcting the incident report, theparticipant might have performed a purge to remove old incidents from its database, including theincident report in error. If this is the case, it will be impossible to submit the corrected incidentreport since it no longer exists in the database. Section I, subsection F, “Determining Amount ofData to Be Submitted,” provides instructions regarding submission criteria of incident data thatare no longer maintained by the participant or the FBI.

13. Special Software Required for D = Delete Transactions When Used with W =Time-Window Submission

Special software is required to address the submission of a D = Delete to remove allsegments associated with an incident report. If Segment Action Type of W = Time-WindowSubmission is being used in conjunction with the Delete, all segments (i.e., ExceptionalClearance, Recovered Property, and Arrestee Segment[s]) that fall within the Time-Window DateRange referenced in section I, subsection F, “Determining Amount of Data to Be Submitted,”must accompany segments being resubmitted if they were rejected by the FBI.

14. Conclusion

Efficiency controls should be part of the data processing software to prevent unnecessarydata submission where possible. For example, when the participant is entering an ArresteeSegment into its database and has previously submitted to the FBI the Group “A” Incident Report,an A = Add Arrest Segment Action Type should be sent for the arrest. However, if other changeswere also made (e.g., add offender, adjust property value, etc.), the entire incident report would beresubmitted as an I = Incident Report.

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F. Error Data Set (EDS)

All FBI-detected errors will be written to the EDS. An IBM standard label data set will beformatted fixed block with a logical record length of 146 characters. Each block will be amaximum length of 32,704 characters. The Data Set Name will be UCR.NIBRS.ERRORS. If theparticipant’s computer is unable to process this data set because of the attributes specified above,the FBI will alter the specifications accordingly.

On floppy disk submissions, the errors will be written with a file name ofFBI.NIBRS.EDS.xx, where xx is a two-character state abbreviation for non-federal participants,and an FBI-assigned two-character code for the federal participant.

RECORDPOSITION DESCRIPTION

1-4 YEAR

This value comes from the Year of Tape field (positions 9 through 12). Section I, subsection D contains information on the creation of monthlymagnetic media.

5-6 MONTH

This value comes from the Month of Tape field (positions 7 and 8). Section I, subsection D contains information on the creation of monthlymagnetic media.

7-13 MAGNETIC MEDIA RECORD NUMBER

This will be the physical record number of the error segment on themagnetic media. For example, if the 600th record had an invalid datavalue, then this field will contain 0000600.

Most error segments will have a number, but certain errors will not. Forexample, if a segment is missing from a submitted Group “A” IncidentReport, no relative record number will be shown. The field may be used toassist with retrieving the exact record in error.

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14 SEGMENT ACTION TYPE

This reflects what type of transaction is being processed. The types are I =Incident Report, A = Add Arrest, M = Modify, W = Time-WindowSubmission, and D = Delete.

15-23 ORI/FID NUMBER

This is the NCIC Originating Agency Identifier number (Data Element 1)of the error segment.

Note: The last record on file will be 999999999 to indicate that themagnetic media had been processed by the FBI computer system.The Error Message Field will contain additional information.

24-35 INCIDENT NUMBER

This is the unique incident number (Data Element 2) of the error segment.

36 SEGMENT LEVEL

This is the Segment Level (0 through 7) of the error segment.

37-39 UCR OFFENSE CODE

This field identifies the offense code of the Offense Segment in error.

40-42 PERSON SEQUENCE NUMBER

This value identifies the sequence number for the Victim, Offender, orArrestee Segment in error.

43 TYPE PROPERTY LOSS/ETC.

This value identifies the Property Segment in error.

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44-46 DATA ELEMENT NUMBER

This is the data field number that is in error. The value will be from 01 to52 with the third position blank or an alpha letter. For example, DataElement 08A = Bias Motivation was added.

47-49 ERROR NUMBER

This value will reflect an error number that can be used to refer toadditional information about the error. Volume 4: Error Message Manualcontains additional information.

50-61 DATA VALUE/CODE IN ERROR

This will contain the data value/code that was in error. The data from thefield in error will be moved here.

62-140 ERROR MESSAGE

This will explain what error occurred. For example, if Data Element 16(Value of Property) contained alphabetic characters, the message Must BeNumeric will appear. All error messages will describe the detected errorcondition.

Note: When the ORI NUMBER is 999999999, the error message fieldwill be:

FBI PROCESSED TAPE nnnnnn ON MM/DD/YYYY

This will indicate that the tape number indicated by value in nnnnnnwas processed by the FBI on the date shown withinMM/DD/YYYY.

On floppy disk submittals, the NNNNNN is an FBI-assignednumber such as WRKxxx, SYSxxx, etc.

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141-146 TAPE VOLUME SERIAL NUMBER

This will be the volume serial number (and only number regardless if thedata set is multi-volume) of the tape from which these errors weregenerated.

This number should be used for quality assurance to ensure that the FBItransferred the errors back to the correct tape.

On floppy disk submittals, this is an FBI-assigned serial number such asWRKxxx, SYSxxx, etc. and cannot be used for this verification purpose. Instead, the file name written to the disk can be used for this verificationpurpose.

Documents

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